When a machine leaves your factory, the relationship with your customer continues. Machines need maintenance, and maintenance needs parts. A structured after-sales spare parts process gives your team a consistent way to identify, price and present those parts.
This guide explains how to build a structured spare parts offering, price it correctly, and present it professionally to your customers.
Why a Structured Spare Parts Offering Matters
Spare parts have characteristics that need to be considered when you build an offering:
- Pricing — set prices that reflect the component, preparation and service involved
- Ongoing demand — customers may need replacement parts throughout the machine's operating life
- Customer-specific components — custom parts may need specialist sourcing or validation
- Customer support — clear spare parts information gives the customer a reference for future inquiries
The Recommended Spare Parts Package
One way to organize an after-sales process is to offer a Recommended Spare Parts (RSP) package at the point of machine delivery. This is a curated list of parts that your engineering team recommends the customer holds on site, based on:
- Parts that are most likely to fail or wear over the machine's operating life
- Parts with long lead times that would cause extended downtime if not held on site
- Consumables that need regular replacement
- Parts that are critical to safety or production continuity
Presenting this list at FAT or delivery gives the customer a reference while the machine is being handed over. It also gives your team a documented starting point for future inquiries.
How to Price Spare Parts
Spare parts pricing needs to reflect the value of the service — not just the component cost. Factors to consider:
Base Markup
Set the starting markup for each package based on the component cost, the work needed to identify and validate it, stock requirements and your commercial approach.
Lead Time Premium
Consider supplier lead time and any stock-holding requirements when setting prices for recommended parts.
Customer Discount
For loyal customers or high-volume orders, you can decide whether a discount on the standard list price fits your commercial approach.
Presenting Your Spare Parts Quotation Professionally
A spare parts quotation should be presented as a formal document, not an email with a parts list attached. A professional spare parts quote includes:
- Your company details and the customer's details
- The machine reference it applies to
- Itemized list: part number, description, recommended quantity, unit price, total price
- The markup percentage applied (or not — depending on your commercial approach)
- Validity period
- How to order
A clear, itemized presentation helps customers understand what each recommended part is for and how to order it.
Managing Spare Parts Orders
Once a customer orders spare parts, the fulfillment process is similar to a standard purchase order — but with some differences:
- Parts may need to be sourced from suppliers rather than drawn from your own stock
- Delivery urgency is often higher than for new builds (the customer's machine may be down)
- Documentation requirements may be more stringent (certificates of conformity, traceability records)
A system that links spare parts inquiries to your supplier database keeps supplier details available when you need to price or order a part.
Building a Spare Parts Workflow Over Time
Treating spare parts as a defined product workflow rather than an afterthought means:
- Building the recommended spare parts list into the project workflow — not as an optional extra but as a standard deliverable
- Following up with customers 6–12 months after delivery to check stock levels and offer replenishment
- Maintaining a customer database linked to machine records so you know exactly which parts fit which machine
- Tracking spare parts activity separately to understand its contribution to overall business operations
Conclusion
A documented spare parts workflow gives your team a repeatable way to identify, price and present parts for the machines you build.
AssembleFlow's Spare Parts module lets you create, price, and present recommended spare parts packages directly from your project BOM. Start your free 14-day trial today.
Frequently Asked Questions
What is a recommended spare parts list?
A curated list of parts, with prices, that a machine builder recommends the customer keeps on hand, usually offered when the machine is delivered.
How do I price spare parts for customers?
Many builders apply a mark-up and an optional discount to cost, so the quote stays profitable and consistent. Keep the spare parts quote separate from the machine quote.
Why quote spare parts separately from the machine?
It keeps the machine price clear and gives the customer a reference list for future orders, which also gives you a documented starting point for repeat business.
Free tools: the Excel templates (BOM, PO tracker, cost and quote worksheet), the margin calculator and a product tour need no sign-up.