It's 10:30 AM. You've got a Hilux on the hoist that needs front brake pads, rotors, and a set of wheel cylinders for the rear. Your tech's waiting. So you grab your phone, call the parts supplier, wait on hold for 3 minutes, read out the rego, spell out your workshop name (again), wait while they look up the parts, write down the prices, confirm availability, give them your account number, and finally hang up. Total time: 12 minutes.
Now multiply that by the 8-10 parts calls you make every day. That's nearly two hours of your day spent on the phone ordering parts. Two hours you could spend actually fixing cars, quoting jobs, or (imagine this) having a lunch break.
There's a better way. Modern workshop software can connect directly to parts suppliers, letting you search catalogues, check availability, compare prices, and place orders without picking up the phone. Let's look at how this works and why it's a game-changer for NZ workshops.
73%
reduction in parts ordering time with integrated systems
40%
fewer ordering errors when parts are linked to jobs
$8,500
average annual savings per workshop from efficiency gains
How Parts Integration Actually Works
Parts integration connects your workshop management software to supplier catalogues through APIs (Application Programming Interfaces). In plain English: the systems talk to each other automatically, so you don't have to be the translator.
Here's what happens when you search for parts through integrated software:
Vehicle Data Auto-Populates
The software already knows the vehicle from the job card - make, model, year, engine. No re-entering information.
Search Multiple Suppliers
Query multiple catalogues simultaneously. See prices, availability, and delivery times side by side.
Correct Parts for Vehicle
Catalogues filter to show only compatible parts. Reduces "wrong part delivered" situations significantly.
One-Click Ordering
Select parts, confirm, order. Goes straight to supplier without phone calls or emails.
Auto-Links to Job Card
Ordered parts automatically attach to the job, with costs ready for invoicing. No manual entry needed.
Major NZ Parts Suppliers with Integration Capability
The good news is that most major NZ parts suppliers now offer some form of digital integration. Here's the landscape:
| Supplier | Integration Type | Coverage | Notes |
|---|---|---|---|
| Partmaster | API / Catalogue | Nationwide | Strong catalogue integration |
| Repco Commercial | API / Portal | Nationwide | Trade account integration |
| BNT | API Integration | Nationwide | Good range, fast delivery |
| Auto Super Shoppes | Portal / Emerging API | Nationwide | Member pricing integration |
| SCA Trade | API Integration | Nationwide | Good availability data |
| Local Independents | Varies | Regional | Often email/phone still |
Pro Tip: Multi-Supplier Comparison
Don't lock yourself to one supplier. The best workshop software lets you compare prices across multiple suppliers for the same part. A $5 difference on brake pads adds up to thousands per year across all your jobs.
Real Benefits of Parts Integration
Time Savings
The math is straightforward:
Manual Ordering
- • Look up vehicle details: 2 min
- • Call supplier, wait on hold: 3 min
- • Describe parts needed: 2 min
- • Confirm prices/availability: 2 min
- • Place order: 2 min
- • Record on job card: 1 min
Total: 12 minutes per order
Integrated Ordering
- • Open parts search (auto-populates vehicle): 15 sec
- • Search for part: 30 sec
- • Compare suppliers: 30 sec
- • Select and order: 15 sec
- • Auto-links to job: 0 sec
Total: 90 seconds per order
That's a 10+ minute saving per parts order. At 8 orders per day, that's 80+ minutes saved daily. Over a year? That's approximately 350 hours - nearly 9 working weeks of time recovered.
Fewer Errors
Wrong parts are expensive. They waste:
- Tech time - Fitting the wrong part, realising, removing it
- Vehicle time - Car sits while waiting for correct part
- Customer goodwill - "Sorry, we ordered the wrong part" isn't a great look
- Return costs - Restocking fees, return shipping, admin time
Integrated parts ordering reduces errors because the system knows the exact vehicle from the job card. No more transcription mistakes from reading regos over the phone or guessing which variant of a model you're dealing with.
Better Price Comparison
When ordering manually, you probably have a "go-to" supplier. You call them because it's easy, not because they're always cheapest. Integrated systems let you compare instantly:
Example: Front Brake Pads - 2019 Ford Ranger
$8.30 saved by choosing Supplier A. Do this 500 times per year = $4,150 in parts savings.
Automatic Job Costing
When parts are ordered through integrated software, they automatically attach to the correct job with:
Cost Price
What you paid
Sell Price
Auto-calculated with markup
Part Number
For records/warranty
Supplier
For tracking/returns
No more end-of-day scramble to figure out which parts went on which job. No more invoices missing parts because someone forgot to write them down. It's all automatic.
Setting Up Parts Integration
Getting parts integration working typically involves these steps:
Step 1: Check Your Software
Confirm your workshop management software supports parts integration. Look for "parts catalogue," "supplier integration," or "electronic ordering" features. If you're still on paper or basic spreadsheets, this is a good reason to upgrade.
Step 2: Contact Your Suppliers
Ask your main parts suppliers about their integration options. You'll need trade account credentials and potentially API access. Most suppliers have a process for this - ask for their "workshop software integration" or "B2B ordering" setup.
Step 3: Connect Accounts
Link your supplier accounts in your workshop software. This usually involves entering account numbers, usernames, or API keys. Your software provider can walk you through this.
Step 4: Configure Markup
Set up your parts markup rules so that when parts flow through to job cards, they're correctly priced for invoicing. This is also a good time to review your markup matrix.
Step 5: Train Your Team
Show everyone how to use the new ordering system. The initial learning curve is small - most people find it more intuitive than phone ordering after a day or two.
Common Concerns (And Reality Checks)
"I've got good relationships with my parts guys"
Integration doesn't mean you lose those relationships. You still deal with the same suppliers, the same reps. The difference is you're not playing phone tag for routine orders. Save the phone calls for when you need advice on a tricky fitment or want to negotiate better pricing on high-volume parts.
"What about urgent orders?"
Integrated ordering is often faster for urgent parts than phone ordering. You see real-time availability and can place orders immediately without waiting on hold. For genuinely critical situations, you can still pick up the phone - integration adds options, it doesn't remove them.
"Our internet is unreliable"
Most modern workshop software handles this gracefully - you can queue orders to send when connection returns, or fall back to phone ordering for the odd time you're offline. If internet reliability is a serious issue at your location, that's worth addressing anyway (Starlink has become popular with rural workshops for this reason).
"It sounds complicated"
The setup takes a bit of effort upfront. Using it daily? Easier than phone ordering. If you can use online banking or shop on TradeMe, you can use parts integration. The interface is designed for busy workshops, not IT specialists.
What to Look for in Parts Integration
Not all integration is created equal. Here's what separates good from great:
| Feature | Why It Matters |
|---|---|
| Vehicle-specific filtering | Only shows parts compatible with the actual vehicle on the job |
| Multi-supplier search | Compare prices/availability across suppliers simultaneously |
| Real-time availability | Know instantly if parts are in stock, not finding out after ordering |
| Automatic job linking | Parts attach to correct job with no manual entry |
| Order tracking | See where your parts are without calling supplier |
| Part images | Visual confirmation helps avoid wrong parts |
| Order history | Easy re-ordering, see what you've used before |
A Day With Integrated Parts Ordering
Here's what parts ordering looks like when integration is humming:
8:30 AM - First Job
2017 Mazda CX-5 needs front brakes. Open job card, click "Order Parts," search "front brake pads." System shows vehicle-compatible options from three suppliers. Select Bendix from cheapest supplier, add to order. 45 seconds.
10:15 AM - Diagnosis Complete
2019 Hilux has a failed alternator. From the job card, search "alternator," compare OEM vs aftermarket options across suppliers. Customer approves the quote you just created with accurate parts pricing. Order placed. 2 minutes total including customer call.
11:00 AM - Parts Arrive
Courier drops off morning orders. Scan or confirm receipt in system - parts status updates on job cards automatically. Techs can see their parts have arrived without asking you.
4:30 PM - Invoicing
Create invoice for completed jobs. Parts are already there with correct costs and sell prices. No chasing job cards for parts lists. No manual price lookups. Invoice done in 2 minutes instead of 10.
Return on Investment
Let's calculate the actual ROI of parts integration:
Annual Savings Calculation
Even if you're conservative and cut these numbers in half, you're looking at over $13,000 in annual value from better parts ordering. Most workshop software with good parts integration costs a fraction of this.
Getting Started
Ready to streamline your parts ordering? Here's your action plan:
This Week
- • Audit your main parts suppliers
- • Ask each about integration options
- • Check if your software supports them
This Month
- • Set up integration with main supplier
- • Test ordering on a few jobs
- • Train team on new process
The Bottom Line
Parts ordering integration isn't flashy technology for its own sake. It's practical time-saving that puts money back in your pocket and hours back in your day. Every minute you're not on hold with a parts supplier is a minute you can spend doing actual work or, revolutionary thought, taking a proper break.
The workshops doing well in 2025 aren't necessarily working harder than everyone else. They're working smarter, using tools that handle the repetitive stuff so they can focus on what actually matters: fixing cars and serving customers.
Start with one supplier integration. See how it goes. You'll wonder why you waited.