“Hydraulic seal failed at Newman. Spreadsheet said we had 12. Called Perth—nobody knows. Called Newman stores—they've got 15 sitting there. Equipment down 3 days waiting for overnight freight. $45K in downtime for a $200 part.”

— Perth hydraulics supplier, $20M revenue, parts across Perth warehouse and 5 Pilbara sites

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Agent #8

Spare Parts Inventory Portal

LiveNo more $45K downtime waits · $40K–$60K/yr

Real-time stock across Perth warehouse and 5 WA mine sites. Know what's where in 5 seconds.

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12

Parts

$14K

Value

3

Low

2

Critical

Part #NameLocationQtyReorderCostStatus
HYD-SEAL-001Hydraulic Pump Seal KitPerth Warehouse125$245Ok
FLT-OIL-045Engine Oil Filter - CATNewman Site38$89Low
BRG-6205-2RSBearing 6205-2RSPerth Warehouse14$45Critical
HOS-HYD-3/4Hydraulic Hose 3/4 x 2mKalgoorlie Site86$125Ok
BLT-FAN-V42Fan Belt V42Perth Warehouse03$67Critical
PMP-FUEL-D6Fuel Pump AssemblyNewman Site22$1850Ordered
FLT-AIR-CATAir Filter Element - CATTom Price Site64$156Ok
SEN-PRES-01Pressure Sensor 0-500 PSIPerth Warehouse43$320Ok
BRG-6205-2RSBearing 6205-2RSNewman Site84$45Ok
HYD-SEAL-001Hydraulic Pump Seal KitNewman Site35$245Low
VLV-HYD-RELHydraulic Relief ValvePort Hedland22$890Ok
GKT-HEAD-D6Cylinder Head Gasket SetPerth Warehouse12$1250Low

On Order

Pending POs2
Total Value$13,170.00
Parts Ordered1

Ask me:

  • • What's critical?
  • • Inventory value
  • • Newman site stock
  • • Purchase orders

Manual Parts Inventory (4+ hours/week)

  • •Hydraulic seal fails on site - check spreadsheet, last updated 2 months ago
  • •Ring Perth warehouse: “Do we have HYD-SEAL-001?” Nobody knows for sure
  • •Equipment down for 3 days waiting for overnight freight - $45K downtime
  • •Meanwhile, we have 15 of those seals at Newman site nobody remembered
  • •End of month: manually count stock, update spreadsheet, send to accounts
  • •Critical part runs out - rush order costs 3x normal price
  • •$50K in obsolete stock sitting in warehouse - ordered “just in case”
  • •No visibility on what's at which site - stock walks between locations

DrilLedger Inventory Portal (20 minutes/week)

  • •Real-time stock levels across all sites - Perth, Newman, Kalgoorlie, Tom Price
  • •Search “HYD-SEAL-001” → instant: 12 at Perth, 3 at Newman, 0 at Kalgoorlie
  • •Automatic reorder alerts when stock hits threshold - never run out
  • •One-click PO generation - select low stock parts, generate order instantly
  • •Ask AI: “What's critical at Newman?” - instant stock health report
  • •Track pending orders and ETAs - know exactly when parts arrive
  • •Inventory value dashboard - know your stock investment at all times
  • •Zero stockouts, zero rush orders, zero equipment downtime

AI Stock Assistant

Ask “What's critical?” or “Newman stock levels” - AI gives you instant answers across all sites.

Smart Reorder Alerts

Automatic alerts when stock hits reorder point. Never get caught without critical parts again.

One-Click PO

Select low stock parts, choose supplier, generate purchase order. Full PO created in 30 seconds.

Prevent Downtime

$10K-$50K/day equipment downtime from missing parts. Right stock, right place, right time.

Track Any Part Type

Hydraulics

  • • Seal kits
  • • Hoses & fittings
  • • Pumps
  • • Cylinders
  • • Valves

Filters & Fluids

  • • Oil filters
  • • Air filters
  • • Fuel filters
  • • Hydraulic fluid
  • • Engine oil

Mechanical

  • • Bearings
  • • Belts
  • • Chains
  • • Sprockets
  • • Seals & gaskets

Electrical

  • • Sensors
  • • Switches
  • • Relays
  • • Wiring harnesses
  • • Batteries

Annual Inventory Management Savings

$40,000 – $60,000

in reduced admin time + prevented equipment downtime

The Cost of Manual Inventory Tracking

Finding Parts

Calling sites, checking spreadsheets

20-30 min each

Equipment Downtime

Waiting for parts, emergency orders

$5-20K/day

Stockout Surprises

Critical parts not reordered

Project delays

Manual PO Creation

Excel, email, double-entry

45 min each

Time Savings

Find Part Across Sites

25 min → 5 sec

99% faster

Weekly Stock Review

4 hrs → 10 min

96% faster

Annual Time Saved

191 hours

@ $40/hr = $7,640

With Integrated Inventory Portal

0

Stockout surprises

Auto

Reorder alerts

1-Click

PO generation

Total Annual Value

Admin time savings + prevented downtime + optimised stock levels

ROI $40K-$60K

per year

Note: Figures based on typical WA mining contractor with $200K-$500K spare parts inventory across multiple sites. Downtime costs based on equipment hire and project delay penalties. Admin rate $40/hour. Actual savings vary based on inventory size and equipment criticality.

Frequently Asked Questions

Common questions about DrilLedger's Spare Parts Inventory Portal

How much do stock-outs cost Perth mining suppliers on remote sites?

A critical spare part stock-out on a remote WA mine site can cost $5,000-$15,000 per incident — including emergency freight, production downtime, and expedited supplier charges. Perth mining suppliers with multiple sites experience 8-15 stock-outs per year, totalling $40,000-$60,000 in avoidable costs annually.

How do mining suppliers currently track spare parts across multiple sites?

Most Perth mining suppliers track spare parts on spreadsheets or in someone's head. When a part is needed at Newman, nobody knows if there's one sitting in the Kalgoorlie workshop. Cross-site visibility is the single biggest gap — leading to duplicate purchases, emergency orders, and production delays.

How does automated reorder work for mining spare parts?

The Spare Parts Agent monitors stock levels against configurable minimum thresholds per part and per site. When stock drops below the reorder point, it automatically generates a purchase request with the preferred supplier, correct part number, and historical pricing. Critical parts (those that stop production if unavailable) have higher minimum stock levels and faster reorder triggers.

What is criticality classification for mining spare parts?

Criticality classification ranks spare parts by their impact on production if unavailable. Critical parts (hydraulic pumps, engine components) get higher minimum stock levels and automatic reorder. Standard parts (filters, belts) use normal reorder thresholds. Consumables (gloves, rags) use bulk ordering. This prevents over-stocking cheap parts while ensuring production-critical items are always available.

Can the inventory system handle cross-site transfers?

Yes. When a part is needed at one site and available at another, the system identifies the transfer opportunity, generates the transfer request, and updates both site inventories. This reduces emergency purchases by 30-40% and makes better use of existing stock across Newman, Tom Price, Port Hedland, Karratha, and Kalgoorlie operations.

How much can a Perth mining supplier save by automating inventory management?

Perth mining suppliers with $500K-$2M annual parts spend typically save $40,000-$60,000 per year through automated inventory management — reduced stock-outs, eliminated duplicate purchases, better supplier pricing from consolidated ordering, and 150+ hours of admin time saved from manual stock counts and spreadsheet tracking.

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Ready to Stop Running Out of Critical Spares?

Real-time stock levels. Auto reorder points. No more emergency parts runs.

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