Build a hvac van stock list your team can maintain
HVAC truck inventory changes with season, equipment mix, and maintenance demand. This starter worksheet includes a season column and separates service stock from diagnostic equipment so a cooling-season loadout does not silently become the year-round default.
Download the CSV and open it in Excel or import it into Google Sheets. Replace the starter descriptions with your real stock records. Give each row a clear unit, SKU, and truck or warehouse location. The included formulas calculate reorder quantity and on-hand value once the required quantities and costs are entered.
- Use equipment and service history to choose the actual filter sizes and repair components your customers need.
- Review heating and cooling stock before the season changes, and identify material that should return to the warehouse.
- Keep diagnostic tools and reusable equipment separate from material consumed on jobs.
- Track any regulated materials in the records your business requires; this general stock sheet does not replace those records or technical handling procedures.
Count first, then replenish to a deliberate target
The minimum is the threshold that triggers a reorder. The target is the quantity you want after replenishment, and should be at least the minimum. When on-hand quantity falls below the minimum, the worksheet calculates how many units are needed to reach the target. Blank inputs remain blank, and a target below the minimum is flagged for review.
| Illustrative item | On hand | Minimum | Target | Reorder |
|---|---|---|---|---|
| Example service part | 3 | 5 | 10 | 7 |
| Example consumable | 8 | 5 | 10 | 0 |
- Review pending purchase orders before ordering again; the starter formula does not deduct stock already on order.
- Record damaged, missing, or returned material in the notes and reconcile the count.
- Use consistent units. A box and an individual fitting must not share the same count unit.
Keep material usage attached to the work
A count sheet is a starting point, but it cannot automatically know what a technician uses between counts. Reconcile purchases, transfers, returns, and job usage on a schedule your team can maintain. Give someone responsibility for each truck’s count and its follow-up purchases.
Nexus connects warehouse and truck stock with purchasing and field work. As the operation grows, that connection can reduce the number of separate records the office has to reconcile after each job.
Questions about the inventory worksheet
Does the template work in Excel and Google Sheets?
Yes. Download the CSV and open it in Excel, or use File → Import in Google Sheets. It includes simple IF, COUNT, and MAX formulas. Depending on your regional spreadsheet settings, you may need to choose comma as the delimiter or adapt formula separators.
Are the starter items a complete truck stock list?
No. They are example categories and descriptions. Replace them with the parts, tools, and quantities your team actually needs. No universal stock levels, technical standards, or regulated-material records are implied.
Can I use one sheet for several trucks?
Yes. Duplicate the item rows for each truck and fill in the truck/location column. If you copy rows in a spreadsheet, check that formulas refer to the new row. Keep one count record per item and location.
Does the worksheet connect automatically to Nexus?
No. This is a standalone planning worksheet. It does not sync changes or act as a validated Nexus import format. Explore the inventory workflow if you want to manage stock, purchasing, and job usage inside Nexus.
