# Spare parts requests at the QR code: more parts revenue, fewer follow-up questions

> With spare parts requests in ManualPass Service, you store a parts list for each machine type – by hand or as a CSV from your ERP. Logged-in operators scan the QR code of their machine, see this list plus the parts that service reports show were installed on their serial number, enter quantities and send the request. You receive an e-mail with machine, serial number, location, items and order reference and reply with your quote and delivery time. There are no prices and no shop in the system; requests are only possible with operator access and are included in ManualPass Service at no extra charge.

Source: https://manualpass.eu/en/manualpass-service/spare-parts-request/ · Updated: 07/10/2026 · ManualPass (https://manualpass.eu)

Your customer needs a saw band but knows neither the part number nor the serial number. They call, send a photo of the nameplate, your sales office searches old orders – and in the end they buy from the dealer around the corner. With spare parts requests at the QR code, the right serial number is always included, and the request lands with you instead of the competition.

## How a request works

1. **Scan and log in:** The operator scans the QR code on the machine and logs in with their [operator access](https://manualpass.eu/en/manualpass-service/operator-access/).
2. **Pick parts:** They see the parts list for their machine type and the parts already installed on their serial number. They enter quantities or describe a part that is not on the list.
3. **Send:** With an order reference and a note, for example delivery address or preferred date. They receive a copy by e-mail.
4. **At your end:** An e-mail with machine, serial number, location, operator and all items – ready to reply to. The request is also listed in the service area.

## What your customer sees

- **Parts list for their machine type:** with part number, description and note, searchable for long lists.
- **Installed on their machine:** parts from the [service reports](https://manualpass.eu/en/manualpass-service/service-report/) of their serial number – with date. What was replaced once is usually needed again.
- **Free text for everything else:** “Cover left of the control panel” is enough – you know your machine.
- **Their recent requests:** with the status “in progress” or “done”.

## What you set up

| Step | Effort |
|---|---|
| Parts list per machine type | upload a CSV from Excel or your ERP, or paste the list |
| Recipient | optionally a dedicated address, e.g. your spare parts sales team |
| Invite customers | via operator access, free for your customers |

!!! tipp "Practical tip"
    Start with the ten wear parts that are ordered most often. Parts your technicians record in the service report are offered to the customer automatically anyway.

## Deliberately not a shop

ManualPass does not replace your ERP or a web shop. Prices, discounts, availability and invoices stay where they are today. The spare parts request makes sure the request reaches you complete and with the right serial number – and you reply with a quote or order confirmation as usual.

!!! achtung "Common misconception"
    “Then customers will order the wrong parts without any check.” It is a request, not an order. Your sales office checks as before – just without asking for type, year of construction and serial number.

## Only for your customers, never public

The spare parts request appears only after login and only for machines assigned to the operator. The public [scan page](https://manualpass.eu/en/features/scan-page/) with instructions and declaration of conformity stays unchanged and accessible without login. Every request is recorded in the [audit log](https://manualpass.eu/en/features/audit-trail/).

## Frequently asked questions

**Can anyone who scans the QR code request spare parts?**
No. Spare parts requests are only available to logged-in operators you have invited – and only for machines assigned to them. The public scan page with the instructions stays unchanged, so no anonymous or spam requests reach you.

**Do I need a web shop or prices in the system?**
No, and that is intentional. ManualPass captures the request in a structured way – part number, quantity, serial number, location. Prices, availability and delivery times come from your ERP as usual; you reply by e-mail with a quote or order confirmation.

**How do we get our parts list in?**
As a CSV file with part number, description and an optional note – semicolon, comma or tab, with or without a header row. An export from Excel or your ERP works directly. Alternatively, type or paste the list into a text field, one line per part.

**Where do requests go?**
To an address of your choice, for example spareparts@your-company.com. If none is set, to the owners, approvers and editors of your account. All requests are also listed under “Requests” in the service area, where you mark them as done.

**Does the spare parts request cost extra?**
No. It is included in every ManualPass Service tier, as is operator access for your customers.

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Note: general information, not legal advice.