How We Track Spares Inventory on a Cruising Boat
The cruiser inventory problem: you have hundreds of spare parts spread across thirty lockers, and you can never remember whether you have that specific impeller or which locker has the spare alternator belts. Tracking systems range from elaborate spreadsheets to scrap-paper sketches. The best ones are the ones you actually maintain.
The approaches cruisers use
Spreadsheet (Google Sheets / Excel)
Columns: item, quantity, part number, location code, last verified date. Synced to cloud. Searchable from phone. Most common cruiser system.
Inventory app (Sortly, Stockpile, etc.)
Photo-based with barcode option. More polished UX. Pricier and requires connectivity for sync. Used by some long-term cruisers.
Physical labels + binder
Each locker numbered. Binder lists what's in each locker. Low-tech but doesn't fail when WiFi fails.
Hybrid
Spreadsheet on phone for searching; physical labels on lockers for at-a-glance. Most cruisers settle here.
What to track
- Engine parts: Impellers, belts, filters (primary, secondary, oil, air), zincs, gaskets, hose sizes
- Electrical: Fuses (by size), bulbs, switches, wire (gauges in stock)
- Plumbing: Hose by ID, clamps by size, sealants
- Rigging: Cotter pins, shackles by size, line by diameter
- Safety: Flare expiry dates, EPIRB battery, liferaft service date
- Provisioning: Long-storage staples (rice, pasta, canned goods) with quantities and rotation dates
What makes systems fail
- Too much detail — system becomes work, owner stops updating
- Wrong tool for the level of organisation needed — over-engineering
- Not updated after a use — single missed update degrades trust
- Locker labels that fall off
- App that requires connectivity in remote anchorages
What works long-term
Cruisers report the systems that survive years of cruising: simple spreadsheet, updated weekly during a quick walk-through, with item categories rather than individual SKU detail. The goal is "do I have one of these?" not "what's the model number?" The model number lookup happens later when needed.
Frequently asked questions
Best system?
Whatever you'll actually maintain. Spreadsheet most common.
How much detail?
Category + quantity + location. SKU detail only for critical items.
Update interval?
Weekly walk-through; immediate update after use.
Connectivity?
Cloud sync nice; offline-capable critical.
Worth the effort?
Pays back the first time you avoid buying something you already have.