FieldEx allows you to assign and manage spare part costs so that job costing, invoicing, and inventory valuation remain accurate. Spare parts costing is handled within the Spare Part module, with optional configurations to include tax, exclude pricing from jobs, or flag items as internal-use only.
Properly setting up spare part pricing ensures your business tracks true usage value, avoids billing discrepancies, and maintains clarity across warehouse and field teams.
Useful Pre-requisites
Ensure the Spare Part module is enabled for your role.
Set your organization’s base currency and tax settings via Admin Settings.
Decide on costing policies for internal-use parts vs. billable items (e.g. “Not For Sale” for warranty or technician-use parts).
How to Set Spare Part Pricing
Path: Products > Select Spare Part > Edit
Go to the Spare Part module and open a spare part.
Click Edit to update pricing and financial details.
Scroll to the Price Details section and complete the following fields:
Price Details Fields
Field | Description |
Unit Price | Enter the cost per unit for this spare part. This value is pulled into job costing and spare part usage reports. It is shown in your organisation's selected currency. |
Tax Included | Tick this if the unit price already includes applicable tax. If disabled, tax is added separately during invoicing or reporting. Requires your organisation to define tax handling in Admin Settings. |
Not For Sale | Tick this if the part is not to be billed to customers. Useful for:
These items will appear in reports but will not be included in customer-facing charges. |
Tip: Use “Not For Sale” for any spare part that supports a job but should not be billed. For example, a repair tool kit or inspection gauge. |
How Costs Appear in Jobs
When a technician uses a spare part in a job, FieldEx records the Unit Price.
If the part is marked “Not For Sale”, it will be excluded from invoicing workflows but still counted in internal cost summaries.
All spare part costs roll up into the view for Admins and Planners to review or export.
Why This Matters
Captures real cost of materials consumed during field jobs.
Supports transparent invoicing and warranty validation.
Improves profitability tracking by job type, customer, or technician.