HVAC Parts Inventory Spreadsheet
For heating and cooling contractors managing capacitors, contactors, filters, refrigerant and motors across trucks and a shop. Track part specs and stock so first-visit fixes are the norm.
Works in Excel, Google Sheets (File → Import) and Numbers. No sign-up.
| SKU | Item | Category | Location | Unit | Qty on Hand | Reorder Point | Unit Cost | Stock Valueƒ | Statusƒ | Supplier |
|---|---|---|---|---|---|---|---|---|---|---|
| HV-CAP-45-5-440 | Dual Run Capacitor 45/5 MFD 440V | Electrical | Truck 4 / Bin 2 | each | 6 | 3 | 14.5 | auto | auto | Coolflow HVAC Distributors |
| HV-FLT-16x25x1-M8 | Pleated Filter 16x25x1, MERV 8 | Filters | Shop / Rack 1 | case of 12 | 10 | 4 | 28 | auto | auto | AirPath Filter Supply |
| HV-CNT-30A-2P | Contactor 2-Pole 30A 24V Coil | Electrical | Truck 2 / Bin 5 | each | 5 | 2 | 12.8 | auto | auto | Coolflow HVAC Distributors |
ƒ = calculated automatically by formula.
What's included
- SKU
- Item
- Category
- Location
- Unit
- Qty on Hand
- Reorder Point
- Unit Cost
- Stock Value — calculated automatically
- Status — calculated automatically
- Supplier
Tips for using this template
- List capacitors by microfarad and voltage rating (e.g. 45/5 MFD 440V) so techs can search the sheet from the job.
- Track refrigerant by pounds per cylinder and log every cylinder's location; it's high-cost and record-keeping matters.
- Raise capacitor and contactor stock before the first heat wave; those calls spike in a matter of days.
Stop typing deliveries by hand
Every time stock arrives you have to copy the supplier invoice into your sheet. Upload the invoice or packing slip to our invoice to inventory converter and paste SKU, item, quantity and unit cost straight into this template.
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