Repairs and specialist services: Inventory software for instrument repairers
Inventory software for instrument repairers that tracks strings, pads, springs and other replacement components per instrument, showing what is already reserved for a repair and what still needs ordering.
Where stock drifts for instrument repairers.
The stock of instrument repairers consists of hundreds of small parts in sizes that are hard to tell apart: pads by diameter, springs by gauge, strings by tension and brand. A drawer of pads looks full, yet the size a flute needs has just run out. Strings are both sold over the counter and used in setups, so the count never adds up. A bridge picked out for a cello sits unlabelled in the workshop and gets used on another instrument by mistake. Ordering only happens when someone discovers something has run out, often in the middle of a repair.
Inventory software for instrument repairers
Example- 1
Record parts by size
DoneEvery part gets a record with size, material, instrument family and supplier, so a pad for an alto saxophone is not confused with an almost identical one for a tenor.
- 2
Reserve for a repair
In progressOnce a repair proposal is approved, the parts it needs are linked to the instrument card.
- 3
Update use and sales
NextWhen the repair is finished, the repairer ticks off what was actually used; an extra pad that turned out to be needed is added, and a reserved part that was not needed goes back to available.
From receipt to use.
Record parts by size
Every part gets a record with size, material, instrument family and supplier, so a pad for an alto saxophone is not confused with an almost identical one for a tenor. Drawers and trays get labels with the same code. Strings are tracked separately as sets and as single strings.
Reserve for a repair
Once a repair proposal is approved, the parts it needs are linked to the instrument card. They no longer count as available, even though they are still in the drawer. If something is out of stock, it appears on the order list with the repair attached, so you can see which instrument is waiting on that delivery.
Update use and sales
When the repair is finished, the repairer ticks off what was actually used; an extra pad that turned out to be needed is added, and a reserved part that was not needed goes back to available. Counter sales from the till are deducted from the same stock, so the count holds for both.
Alongside your purchasing and suppliers.
Instrument repairers with a shop often have a till system that lists strings and accessories as products, while workshop parts only exist in drawers. We leave the till system in charge of what is sold and add workshop parts with reservations per repair. Supplier orders often go by email or through an ordering website; the order list can be exported per supplier, which speeds up ordering without the supplier having to change anything.
Count everything or only critical parts
Tracking every screw and every scrap of cork costs more time than it saves. For pads, springs, bridges and strings a count is worth it, because a shortage there stops a repair. Start with the parts that cause trouble and leave consumables like glue and polishing cloths out of the count.
Minimum stock or order per repair
Common pad sizes and standard string sets should always be on the shelf; a minimum stock level puts them on the order list in time. Rare parts for an old or unusual instrument are better ordered only once there is a repair that needs them. The software supports both routes and shows which one applies to each part.
One stock or shop and workshop apart
One stock for shop and workshop avoids buying twice, but the person at the counter then does not know the last string set is already reserved for a setup. With reservations inside the same stock, the till sees the item is physically there but not for sale. It stays one stock with two clear destinations.
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Read the storyWhich stock we record.
First in are the parts that most often hold up a repair, such as pads, springs, bridges and strings, with drawer labels, reservations per repair and an order list per supplier. We bring those over together at the start. Then we go through a normal week of setups and an overhaul where extra pads turn out to be needed halfway through. Alignment with the till system and minimum stock levels based on actual use are set once there are a few months of data.
View pricingSupport and updatesGood to know.
Explore pricing and optionsDo we have to count all our stock first?
No. Start with the drawers you use most and count them as you label them. The rest gets added when you take something out or reorder. The count grows with the work instead of you having to close for a week to do a stocktake.
Can I see which repairs are waiting on a delivery?
Yes. Every line on the order list shows the instruments waiting on that part. When the delivery arrives, you can see straight away which jobs can move again. If less arrives than ordered, you choose which instrument goes first.
How do we handle parts we make ourselves?
A bridge or nut the repairer shapes from a blank counts as use of the blank. The finished part belongs to the repair, not to the stock. That way you know how many blanks are left without every handmade part needing to exist as an item.
Does this work with supplier barcodes?
If strings and accessories already carry a supplier barcode, you can scan those. For loose workshop parts without a code, we create our own labels. An ordinary handheld scanner or the camera on a phone is enough for that.
What often connects to this.
- Digital job cards for instrument repairersDigital job cards for instrument repairers: an instrument card per repair holding the assessment, agreed work, measurements and photos, from intake until the player is playing it again.
- Website for instrument repairersA website for instrument repairers that explains, family by family, what a setup, overhaul or repair involves, so a musician knows what to bring in and what to expect.
- Enquiry form for instrument repairersAn enquiry form for instrument repairers that asks the right questions about the playing issue for each instrument, so the bench knows what is coming in and when it has to be playable again.
Know what is really there.
Start with a short intake. Then we schedule a call to show the software with your services, team and way of working.
WhatsAppinfo@vorlyo.com Inventory software for instrument repairers: strings and replacement components by size and instrument, with reservations per repair.
- Record parts by size
- Reserve for a repair
- Update use and sales