Repairs and specialist services: Inventory software for watchmakers
Inventory software for watchmakers that tracks gaskets, crystals, mainsprings, crowns and other movement parts per calibre, with reservations per file and what is on order from suppliers.
Where stock drifts for watchmakers.
The parts cabinet of watchmakers holds thousands of tiny components, often in numbered drawers per calibre or brand. Gaskets differ by case in diameter and thickness, crystals by size and shape, crowns by thread. A drawer that looks full lacks exactly the right size. Parts ordered from a manufacturer sit in an email and nobody remembers which watch they were for. During a service, a reserved mainspring turns out to have gone into another watch because nothing was written on the bag. And used parts salvaged from old watches, which vintage work sometimes depends on, are not tracked anywhere.
Inventory software for watchmakers
Example- 1
Register parts by calibre
DoneEach part gets a record with calibre or brand, size, the manufacturer's part number where one exists and its place in the cabinet.
- 2
Reserve on approval
In progressAs soon as the owner approves the proposal, the parts are linked to the movement file.
- 3
Record what was used
NextWhen closing the file the watchmaker confirms which parts were used.
From receipt to use.
Register parts by calibre
Each part gets a record with calibre or brand, size, the manufacturer's part number where one exists and its place in the cabinet. Gaskets and crystals are tracked by size, mainsprings and staffs by calibre. Used or salvaged parts get their own marker so they are never offered as new.
Reserve on approval
As soon as the owner approves the proposal, the parts are linked to the movement file. They no longer count as free. If something is out of stock, it goes on the order list with the file number attached. On arrival the watchmaker sees at once which watch it is meant for.
Record what was used
When closing the file the watchmaker confirms which parts were used. An extra gasket that proved necessary is added; a reserved crown that was not needed goes back to the cabinet. Stock then matches reality and you know which part to reorder.
Alongside your purchasing and suppliers.
Watchmakers order from a handful of suppliers and sometimes directly from manufacturers, often through ordering portals or by email. The inventory software does not replace that but keeps track of what is on order and for which file. Manufacturer part numbers are carried over where they exist, which makes reordering simpler. Batteries and straps sold at the counter can stay in the till system, with workshop stock alongside.
Organise by calibre or by part type
A cabinet per calibre makes searching quick during a service, but general parts such as gaskets and crystals fit many cases. Most watchmakers combine the two: calibre-specific parts by calibre, universal parts by size. The software follows the layout of your cabinet, so the records match where you actually look when a watch is open on the bench.
Keep stock or order per file
Common gaskets, crystals and batteries should always be on hand. A mainspring for a rare calibre is ordered only when a watch calls for it. For each part you set which route applies, and the software flags when a common part falls below its minimum, so you reorder before the drawer is empty rather than after.
Track used parts or not
In vintage work, parts salvaged from donor watches are sometimes the only option. Tracking them takes time, but without a record nobody knows they are there. A simple record with calibre, part and condition is usually enough, and when one is used the file notes that a used part went in.
Clients in other industries.
No customer story from this industry yet. This is how the software works for businesses elsewhere.
All customer stories
Hotel Aadam Wilhelmina
Online check-in, even at two in the morning.
Read the story
L'Artiste Barbershop
A full calendar starts with easy booking.
Read the storyNovaw Pilates
Focus on the class. Let the booking take care of itself.
Read the storyWhich stock we record.
First in are the parts that most often hold up a service: gaskets, crystals, mainsprings and crowns, by calibre or size, with reservations per file and an order list carrying the file number. Manufacturer part numbers are brought over at the start where they exist. Together we go through an ordinary week and a service where an extra part has to be ordered. Salvaged parts and minimum stock levels based on actual use can be set later.
View pricingSupport and updatesGood to know.
Explore pricing and optionsDo we have to register the whole parts cabinet at once?
No. Start with the drawers you open most and register the rest when you take something out or reorder. After a few months most of the cabinet is recorded without you having to plan a stocktake.
Can we see which watch an ordered part is for?
Yes. Every order line carries the file number. On arrival you see straight away which watch it belongs to, and the file can move on. If you order stock without a file, that is shown too, so the part goes into the cabinet as free.
How do we keep track of gaskets by size?
Each size gets its own record with diameter and thickness, and optionally the cases it is used for. In a file you choose the size you measure or look up. Over time you also see which sizes you use often and which hardly at all.
Does a battery change count as stock use?
If the battery comes from workshop stock, yes. If it is sold at the counter and fitted straight away, it can stay in the till system. You choose the route that best fits how battery changes work in your shop today.
What often connects to this.
- Digital job cards for watchmakersDigital job cards for watchmakers in the form of a movement file: intake photos, readings before and after, replaced parts and test results kept together for each watch.
- Website for watchmakersA website for watchmakers that explains, movement type by movement type, what a full service, a minor service or a single repair involves, so owners understand why their watch has to be opened first.
- Enquiry form for watchmakersAn enquiry form for watchmakers that records the reference number, reported issue and photos of case and dial before the watch arrives, so the assessment can start with a clear focus.
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 watchmakers: gaskets and movement parts by calibre and size, reserved per file and linked to supplier orders.
- Register parts by calibre
- Reserve on approval
- Record what was used