Running an auto repair shop profitably means more than turning wrenches well. It means mastering the flow of parts — from order, to install, to billing. Two metrics every shop has to understand are Parts Purchased and Parts Usage.
Below, I’ll define those terms, explain why the gap between them matters, and then break down how ShopMonkey, Mitchell1, and Tekmetric each handle tracking, reporting, and reconciliation.
What Do “Parts Purchased” and “Parts Usage” Mean?
Parts Purchased = the total parts your shop orders and receives (or is billed for).
- This includes stock parts, special order parts, cores, returns, etc.
- In accounting terms, this hits your Accounts Payable or inventory accounts depending on setup.
Parts Usage = the parts actually used in repair orders (ROs) and billed to customers.
- This is what shows up in your Cost of Goods Sold (COGS) via job costing.
- If a part never gets installed on a job, it doesn’t count as “usage” even if purchased.
Why the difference matters:
- If you purchase more than you use → your inventory is building, and cash is tied up in parts that haven’t been sold.
- If you use more than you purchased → you’re dipping into existing stock, which might deplete inventory or hide ordering gaps.
- Discrepancies between purchase and usage data often expose issues: missing entries, unbilled parts, theft, or vendor overcharges.
To run tight shops, you want these numbers to stay close and to understand when they diverge.
How Shop Systems Handle It
Let’s see how ShopMonkey, Mitchell1, and Tekmetric differ in tracking and reporting parts bought vs. parts used.
ShopMonkey
- Purchased tracking
ShopMonkey is more usage-centric by default. When you order parts through its integrated vendor tools, those orders can be tied to ROs. But parts that aren’t tied to a repair order yet (i.e. overstock or buffer stock) often require manual entries or workaround tracking. - Usage tracking
Once you add a part to an RO and finalize the job, the system counts it as used (logged against COGS). That makes usage data straightforward in ShopMonkey. - Best case use
ShopMonkey is best suited for lean shops that follow a just-in-time parts approach: minimal inventory, parts flow directly from order to install. But if your shop stocks a lot of inventory, you’ll need outside reconciliation (or manual input) to make up for parts not tracked.
Mitchell1 (Manager SE, etc.)
- Purchased tracking
Mitchell1 is built around a somewhat more traditional model of parts control. When you place vendor orders, those entries can be recorded even before the parts go into ROs, giving you visibility into what has been bought whether or not it’s been used. This helps with managing vendor invoices and reconciling payables. - Usage tracking
Once a job is closed, the parts used are recorded in ROs. Mitchell1 also tends to support stronger inventory module features, so you can see what parts have been “pulled” from stock vs. still in bins. - Best case use
It works well for shops that keep meaningful inventory, want to reconcile vendor bills cleanly, and need more control over the gap between purchase and usage data.
Tekmetric
Tekmetric provides robust parts reporting, enforceable workflows, and reconciliation tools.
- Parts Purchased Report
Tekmetric provides a dedicated report that shows all parts your shop has ordered, grouped by vendor, invoice number, PO number, and more. You can filter by status (Ordered, Received, Partially Received) and by source (Inventory order vs. RO order). This gives you visibility into what you’ve spent on parts—whether or not they’ve been used yet. - Parts Usage Report
Tekmetric also has a report showing all parts that were added to posted repair orders (i.e. actually installed and billed) with details like unit cost, retail price, vendor, RO number, date used, and margin. You can filter by part status to compare usage against stock and pending orders. - Parts Ordering, Receiving, and Returns
Tekmetric has a dedicated order management section that lets you track orders, mark them as received (fully or partially), adjust order data, and process returns or credits. This closes the loop between what you buy, what you receive, and what you use. - Reconciling Purchased vs. Usage
Tekmetric encourages regular reconciliation: compare purchased vs. usage reports and align with your accounting system. If parts show up as purchased but not used, that signals a return, misentry, or possible loss. - Best case use
Tekmetric is strong for shops that want a modern cloud-based system with enforceable parts workflows and built-in reconciliation. It handles both sides of the parts equation: purchased and used.
Side-by-Side Comparison: ShopMonkey vs. Mitchell1 vs. Tekmetric
| Feature / Capability | ShopMonkey | Mitchell1 | Tekmetric |
| Purchased tracking | Tied mostly to ROs; overstock requires manual tracking | Records vendor purchases whether tied to RO or not | Dedicated Purchased Report with filtering and reconciliation |
| Usage tracking | Adds parts to RO → usage recorded | Tracks as parts are used in jobs, with inventory pulls | Usage Report shows all parts used in posted ROs with full cost/retail/margin data |
| Order receiving / returns | Basic, depending on vendor integration | Inventory tools allow returns | Full receiving/returns management with credits and partial receipts |
| Enforced workflows | Light; relies on team discipline | Moderate | Strong guardrails: purchase orders, required receiving, etc. |
| Reconciliation support | Manual vendor statement vs. system comparison | Better transparency on purchases and usage | Built-in reconciliation with accounting integration |
| Best fit | Lean shops, minimal inventory, high parts turnover | Shops carrying inventory, needing more control | Cloud-based shops wanting full parts lifecycle management |
The Consulting Takeaway
No matter which system a shop uses, the goal is the same: keep the gap between purchased and usage small, understood, and explainable.
- If you’re on ShopMonkey → Create strict policies for manual entry so every part is tied to a job or inventory.
- If you’re on Mitchell1 → Use its inventory tools and vendor reconciliation to keep purchases and usage aligned.
- If you’re on Tekmetric → Take advantage of its dedicated reports and workflows for purchased, usage, and returns. Regular reconciliation is key.
Ready to Get Your Parts Under Control?
If you’re tired of guessing at where your parts money is going, let’s talk. At Moxie Automotive Consulting, we help shops:
- Design workflows in ShopMonkey, Mitchell1, or Tekmetric
- Train staff to log every part movement — purchased, installed, returned
- Reconcile accounting systems with shop management reports
- Build dashboards and scorecards that show where every parts dollar is working
Schedule your free consultation today and let’s turn your parts into profit. Call us at 316.633.8215