Nothing stops a preventive maintenance job faster than discovering the required part isn’t on the shelf. Checking inventory after a work order is already open is too late. Estimated parts on work templates in Antero surface parts requirements before work orders even generate, so you can order stock, avoid delays, and keep PM schedules on track.
Why pre-assign estimated parts?
Preventive maintenance schedules are predictable. You know pump bearing replacements happen every 6 months.
You know filter changes happen monthly. You know belt inspections might require replacement every quarter.
Estimated parts on work templates capture this knowledge once, then automatically flag parts requirements every time a work order generates from that template.
Supervisors can review upcoming work and confirm all parts are in stock before assigning the job, eliminating the “we’ll have to order that and finish this next week” scenario that kills PM program credibility.
How to add estimated parts to a work template
Open the work template in Antero.
Go to the Parts tab at the bottom.
Click Add New (the plus button).
Search for and select the part from your inventory database.
Enter the Estimated Quantity—how many units this job typically requires (1 bearing, 2 filters, 5 feet of gasket material, etc.).
Save the template.
Now every work order generated from this template will list that part as an estimated requirement.
Estimated vs actual: Parts don’t leave inventory yet
Estimated parts are planning tools, not transactions.
Adding a part to a work template with an estimated quantity of 2 does NOT remove 2 units from inventory.
Inventory only changes when the work order is completed and the operator logs actual parts used. Until then, the estimated quantity is a flag that says “you’ll probably need this part” so you can plan accordingly.
If the job ends up requiring 3 units instead of 2, the operator updates the actual quantity when closing the work order.
Use work forecast to see upcoming parts needs
Antero’s work forecast feature (covered in other blog posts) shows scheduled work orders that will generate over the next weeks or months.
When you view the forecast, you can see which work orders include estimated parts.
If five work orders next month all require the same bearing model and you only have two bearings in stock, the forecast alerts you to order more now instead of discovering the shortage when the work orders go live.
Prevent stock-outs on critical items
For expensive or long-lead-time parts, estimated parts on work templates are essential. If a specialized motor part costs $5,000 and takes 6 weeks to ship, you can’t afford to discover you need it the day the work order opens. By pre-assigning it as an estimated part on the annual motor rebuild template, you get 6+ weeks notice before the scheduled work date. Order the part when the forecast shows the work order approaching, and it arrives before maintenance day.
Add multiple parts to one template
Complex PM jobs often require multiple parts. A compressor service might need oil, filters, gaskets, and belts. Add all of them to the work template as estimated parts with their typical quantities. When the work order generates, the entire parts list appears, so the operator or storeroom can stage everything before starting the job. No mid-job trips to the supply room or panicked calls to suppliers.
Update estimates based on history
After completing several work orders from a template, review whether estimated parts quantities match actual usage. If the template estimates 2 filters but operators consistently use 3, update the estimate to 3. Over time, your estimates become more accurate, which improves inventory planning and reduces surprises. Antero’s reporting can show parts usage trends by work template, helping you refine estimates systematically.
Coordinate with inventory min/max levels
Combine estimated parts on work templates with inventory minimum stock levels. If a filter is an estimated part on 10 different monthly PM templates, you need at least 10 filters per month plus safety stock. Set the inventory minimum accordingly. When filters drop below minimum, Antero can flag a reorder. This integration ensures parts required for scheduled PM are always prioritized in inventory management.
Reduce emergency parts runs
Emergency trips to suppliers cost time and money—rush shipping fees, operator downtime, vehicle use. Estimated parts on work templates eliminate most emergency runs by surfacing requirements weeks in advance. Even if you don’t stock the part, you have time to order it standard shipping and schedule the work for when it arrives. Reactive emergency work still requires urgent parts runs, but scheduled PM should never cause them.
Support budgeting and cost forecasting
When estimated parts are assigned to work templates, you can forecast annual parts costs by multiplying part price × estimated quantity × frequency of work orders. If a $50 filter is estimated on a monthly template, that’s $600/year per piece of equipment. Multiply by 10 similar equipment units and you’ve identified $6,000 in annual filter costs. This data supports budget planning and capital improvement decisions.
Why this small setup step saves big headaches
Taking 30 seconds to add estimated parts to a work template prevents hours of delays, frustrated operators, and damaged credibility when PM schedules slip. It turns preventive maintenance from a reactive scramble into a smooth, predictable process. And as a result, parts are always ready before work starts.
Next Steps: Optimize Antero inventory and work template setup →
