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| Smart Spare Parts List Maker |
Are you tired of managing spare parts lists with pen and paper or complicated spreadsheet software? Whether you are a mechanic, a warehouse manager, or a DIY enthusiast, keeping track of components can be a headache.
That’s why I have developed the Smart Spare Parts List Maker—a free, powerful, and AI-integrated tool available right here on this site. This tool allows you to create professional inventory lists with photos, generate descriptions using AI, and export everything into neatly formatted PDF or Excel files.
In this guide, I will walk you through every feature of this tool so you can maximize your productivity.
1. Customization and Setup
At the very top of the tool, you will see a clean header bar. This is where you set up your workspace.
- Theme Color Picker: You will see several colored dots (Blue, Red, Green, etc.). Click on any color to instantly change the theme of the application to match your preference or brand color.
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Gemini AI Integration (Crucial Step):
To unlock the powerful AI features (Automatic Image Description and Remark Suggestions), you need a Google Gemini API Key.
- Paste your API Key in the "Enter Gemini API Key" box.
- Click Save. Note: Your key is stored locally in your browser for your convenience and is never shared with us.
2. Adding Items to Your List
The input form is designed for speed and accuracy. Here is how to use each section:
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Image Upload with AI Vision:
Click the large "+" box to upload a photo of the spare part.
- Smart Feature: If you have saved your API key, the tool will analyze the image and automatically fill in the Description field for you! It detects what the part is (e.g., "Stainless steel hex bolt" or "Red wire harness").
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Quantity & Area:
- Quantity: Enter how many items you have.
- Area: Specify where the part is used (e.g., "Engine Bay," "Rear Suspension," or "Shelf A").
- Description: You can manually type the details here, or let the AI fill it in after you upload an image.
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Remarks & AI Suggestions:
Use this field for specific notes (e.g., "Needs replacement," "Check for wear").
- Magic Button (✨): If you are unsure what to write, click the sparkle button next to the text area. The AI will read your description and suggest a professional remark instantly.
3. Managing Your Data
Once you click "Add Row," your item moves to the table below.
- Visual Table: You can see the Serial Number (SL), Photo thumbnail, Quantity, and details all in one view.
- Image Lightbox: The thumbnails in the table are small to save space. Simply click on any image in the table to open it in a full-screen Lightbox view. This is perfect for inspecting details without losing your place.
- Edit & Delete: Made a mistake? Click the "Edit" button to load the data back into the form, make changes, and save. Click "Delete" to remove an item permanently.
- Auto-Save: The tool automatically saves your list to your browser's local storage. If you accidentally close the tab, your list will still be there when you come back!
4. Exporting Your List
This is where the tool truly shines. You can share your list professionally using the buttons at the bottom.
- Export Excel: Downloads a .xlsx file. This is perfect if you need to do further calculations or import the data into other software. The columns are formatted for easy reading.
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Download PDF (New & Improved):
We have upgraded the PDF engine!
- Larger Images: The generated PDF now features large, clear images (170px width) so the parts are easily identifiable.
- Optimized Layout: The Description and Remarks columns are perfectly sized to fit detailed text without cluttering the page.
- It generates a professional-grade document ready for printing or emailing to clients.
5. Resetting
If you want to start a completely new project, simply click the "RESET ALL" button. Warning: This will delete all current rows and clear the form, so make sure you have exported your data first!
Start Creating Your List Now!
Ready to organize your spare parts like a pro? Click the button below to launch the tool and start building your list today.
