An end-to-end spare-parts inventory control system for 5,000+ SKUs — with bulk Excel and CSV import/export, field-level validation, and real-time QuickBooks sync so warehouse stock and the ledger finally agree.
Spare-parts operations were stuck between warehouse reality and accounting fiction. SKUs sprawled across Excel files; receipts and issues were typed twice — once for inventory, again for QuickBooks. Month-end meant reconciling thousands of rows by hand while stockouts and overstock hid in the gaps.
Bulk updates were risky: a bad CSV could corrupt master data with no field-level validation. Role access was informal. The team needed a single system of record for parts that still spoke fluent QuickBooks at close.
Multiple workbooks held overlapping SKU lists. Nobody trusted a single “current” file, and version conflicts were routine.
Every movement had to be re-keyed into QuickBooks. Stock and ledger drifted apart until someone spent days reconciling.
Large Excel drops had no validation pipeline — bad part numbers, missing costs, and duplicate SKUs landed silently.
Month-end reconciliation consumed days. Ops waited on finance; finance waited on Ops. Neither had a live view of truth.
Spaciva built PartsFlow — a full-stack spare-parts inventory platform on React, Node.js, Express, and PostgreSQL. Operators manage 5,000+ SKUs with stock movements, role-based JWT access, and bulk Excel/CSV import-export that processes 10,000+ records per batch with field-level validation before anything hits the database.
A QuickBooks API adapter keeps inventory movements and accounting entities aligned in near real time, cutting reconciliation time by 65% and data entry time by 80%. Warehouse and finance finally share the same numbers.
Central master for parts identity, quantities, locations, and transaction history — receipts, issues, and adjustments in one place.
Import and export batches of 10,000+ rows with streaming parsers and job status so large catalogs update without locking the UI.
Required fields, duplicate SKU checks, and type/range rules run before commit — bad rows are rejected with actionable error reports.
Inventory-relevant accounting entities sync through a dedicated QuickBooks adapter so stock movements and the ledger stay aligned.
Operators, managers, and finance see only what their role allows — catalog edits and sync actions are permission-gated.
Movement history and sync status give finance a clear trail from warehouse action to QuickBooks record.
A React SPA talks to an Express REST API backed by PostgreSQL. Bulk jobs run as background workers that validate, stage, and commit rows transactionally. The QuickBooks adapter isolates OAuth and API quirks so inventory domain logic stays clean.
Bulk validated imports replaced row-by-row spreadsheet edits across a 5,000+ SKU catalog.
Live QuickBooks sync cut the days lost matching warehouse movements to accounting records.
Excel and CSV pipelines handle large catalog refreshes without locking operators out of the app.
One SKU master replaced conflicting workbooks — stockouts and overstock became visible earlier.
Warehouse actions and ledger entries share a sync trail, so close is review — not archaeology.
PartsFlow shipped end-to-end: catalog, bulk ops, auth, and QuickBooks — not a prototype left on a laptop.
