Parts & Truck-Stock Tracker

The problem this kills

A tech rolls out at 7am, gets to the job, and discovers the one fitting they needed isn't on the van. Now it's a return trip, an angry customer, a wasted truck-roll, and a blown SLA - all over a $5 part. Multiply that across a fleet and it's thousands of dollars a month in aborted jobs, idle techs, and emergency parts runs.

The reason it keeps happening is that nobody has a single, current picture of two things at the same time: what each scheduled job is going to need and what's actually sitting on each van right now. That info lives in a dispatcher's head, a parts coordinator's spreadsheet, and the back of the truck. By the time a shortfall is obvious, the tech is already on site.

This plan kills that gap. It lines up every job's likely parts against each van's real stock, flags the shortfalls before dispatch while there's still time to restock or transfer, and drafts the reorder for a human to approve.

What you'll build

A small, secure web app your dispatch and parts team logs into that:

• Loads scheduled jobs with the parts each one likely needs, and per-van stock levels for every tech.
• Computes needed-vs-available for the day's runs and flags shortfalls before dispatch - red where a van is short, green where it's covered.
• Drafts a reorder or van-to-van transfer to close each shortfall, ranked by what's blocking jobs soonest.
• Holds everything at a human approval gate - the coordinator reviews the shortfall list and the drafted order and approves before anything is placed.
• Exports the approved order (to your supplier portal / ERP) and deducts van stock on confirmed job use - not when a job is merely planned, so your counts stay honest.
• Distinguishes common parts (always-stocked consumables) from job-specific parts, the way your real shop does.

What's inside the Implementation Plan

• It interviews you first. The runbook's very first move is to ask about your business - your jobs, your vans, your part numbers and naming, your thresholds, and your weird edge cases - then it tailors the data model and every build step to your answers. You're not getting a generic template; you're getting a tool shaped to how your shop actually runs.
• A step-by-step build you paste into an AI coding agent (Claude Code) - no prior coding needed.
• The full data model: jobs, parts, vans, stock levels, shortfalls, reorders, and a usage log.
• The needed-vs-available logic, including common-vs-job-specific parts handling.
• The approval workflow, email alerts via Resend, and the export step.
• A "No API yet?" fallback: run the whole thing off a Google Sheet / CSV and export clean shortfall + reorder lists in the exact columns your system expects - so it's fully usable today.

The governance it includes (this is the point)

• Login so only your team can use it.
• Row-level security so each tech / branch only sees their own data.
• A complete audit trail - who flagged, drafted, approved, and exported what, and when.
• A hard human approval gate before any reorder or transfer is committed - the AI drafts, the coordinator approves, only then does it commit.
• Duplicate guards so the same van+part can't be double-counted and the same job's usage can't be deducted twice.

Who it's for

Dispatchers, field techs, and parts/inventory coordinators at any service business that runs vans - HVAC, plumbing, electrical, appliance repair, low-voltage, facilities, medical-equipment service - anyone who has lost a job to a part that should have been on the truck.

You've got this - paste the first prompt and let the interview tailor the rest.