Van stock template for plumbers and electricians: free Google Sheet, barcode labels and a 30-minute setup featured image
Templates & Resources

Van stock template for plumbers and electricians: free Google Sheet, barcode labels and a 30-minute setup

TrainAR Team 1 month ago 6 min read

Van stock template for plumbers and electricians: free Google Sheet, barcode labels and a 30-minute setup

Category: Templates & Resources • Niche: van stock, inventory, first-time fix, WhatsApp workflows

Organised UK trades van with labelled bins and a van stock checklist on a clipboard

Contents

Quick answer

If you want more first‑time fixes and fewer merchant runs, set up a simple van stock system using:

  • A Google Sheet with SKUs, bin locations, par levels and quantities used
  • A weekly “restock to par” rule
  • Barcode labels on the bins so anyone can scan to add to a picklist

This article gives you a free template and a 30‑minute setup that works for small UK plumbing and electrical teams.

Who this is for

  • Sole traders and small teams doing domestic or light commercial callouts
  • Office managers who want engineers to stop doing emergency wholesaler trips
  • Builders running multi‑trade vans who still need a core “first‑time fix” kit

Related reads from the Academy:

What you get (free template)

  • Google Sheet tabs:
    • Items: SKU, description, trade, bin, par level, unit, pack size
    • Usage log: date, engineer, SKU, qty used, job ref
    • Restock list (auto): formulas pull any SKU below par
    • Labels: printable labels with SKU + short name + bin + QR URL
  • Optional Airtable base if you prefer mobile‑first data entry

Tip: Keep the first build simple. You can add cost centres and suppliers later.

30-minute setup

  1. Copy the Google Sheet template to your Google Drive.
  2. Add your 30 most‑used items per trade. Use plain English item names your team understands.
  3. Assign a bin code per SKU (e.g., A1, A2, B1…). Stick the same code on the physical bin.
  4. Set a par level per SKU. Par is the minimum you restock back to weekly.
  5. Add a simple mobile form to capture “qty used” after each job.
  6. Book a weekly 20‑minute restock slot per van. Non‑negotiable.

Flowchart: how it works

Simple flow showing: Use item on job → log qty used → restock list updates → weekly picklist and barcode scan to add

Barcode labels and restocking

  • Print QR/barcode labels that open a prefilled Google Form for that SKU. The engineer scans, taps a number and submits.
  • Use affordable printers like Brother QL or Dymo LabelWriter. Keep label text large and clear.
  • Restock list: Every Friday, run the Restock tab, print or export the picklist and collect the items from the merchant/warehouse.

Useful sources:

Add a “parts link” into your job pack message so engineers can open the job in WhatsApp and tap straight into the van stock list for that van. If you use Zapier/Make, include a personalised link per van.

Related Academy guide: Google Docs to WhatsApp PDF: send a job pack automatically with Zapier

Par levels for plumbers and sparks

Suggested starter par levels based on UK forum threads and what gets used most on small works.

Plumbers

  • Pipe and fittings: 15 mm compression couplers x10, elbows x10, tees x6; 22 mm reducers x6; 15 mm isolating valves x6; 15/22 end caps x4 each; olives (15/22) assorted box
  • Wastes and sanitary: 32/40 mm traps x2 each, assorted waste bends/collars, basin pop‑up kit x1, monobloc flexi tails x2, side‑inlet and bottom‑entry fill valves x1 each, syphon x1
  • Heating odds: 2x TRVs + lockshields, universal thermocouple, washing machine valves x2, hoses x2
  • Consumables/site: PTFE x6, silicone clear/white x2 each, jointing compound, flux/solder/abrasive, wipes, gloves

Sources discussed by UK trades on forums: UK Plumbers Forums

Electricians

  • Cable: 1.5 and 2.5 T&E drums; a few metres of 4/6/10 mm; 3‑core and earth; 16/25 mm tails; earths 6/10/16 mm
  • Accessories: 1G/2G sockets and switches incl. intermediate, FCUs, 20 A DP, cooker control, fan isolators, pendants/battens, blanks; dry‑lining and metal back boxes
  • Enclosures/connection: Wago 221 2/3/5‑port, Wiska/Wago boxes, grommets, glands, Henley blocks, METs, trunking odds and ends
  • CU/Protection: Select a small spread of popular MCB/RCBO ratings and blanks for the brands you service; tail kits and labels
  • Fixings and consumables: T&E clips, plugtops, 3/5/13 A fuses, screws and accessory screw packs

Community examples: ElectriciansForums

Reporting and ROI

  • First‑time fix rate: Add a checkbox to your job sheet and track it weekly.
  • Repeat visit causes: Add a dropdown for “reason” when first‑time fix fails. Use it to adjust par levels.
  • Cost to carry: The template includes an optional column for unit cost. Multiply par by unit cost to see van stock value. Keep it lean.

What people are saying on forums

Here are useful real‑world threads to read for inspiration:

FAQ

What labels and printers should I use?

  • Brother QL or Dymo LabelWriter are common and affordable. Use white labels with bold text. Add a QR that opens your prefilled Google Form for that SKU.

How do I stop engineers forgetting to log usage?

  • Keep it dead simple: a QR code per bin that opens the form, defaulting to 1 unit. Add a small bonus for perfect logs for the month. Or make the weekly restock dependent on a complete usage log.

Can I do this in Airtable instead of Google Sheets?

  • Yes. Airtable gives a nicer mobile form and built‑in automations. Start in Sheets, then migrate when you want to add approvals and multi‑van views.

What about security and theft?

  • Keep the van stock value lean and avoid carrying expensive boiler PCBs. Use lockable boxes and avoid advertising high‑value tools on the outside of your van. Review your insurance.

Can I link this into WhatsApp job packs?

  • Yes. Include the per‑van stock link in your dispatch message so engineers can see the list and scan labels from the same chat. See our WhatsApp job pack guide.

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