In automated warehouses, uptime is everything. Conveyor systems, sorters, pallet shuttles, robotics — they all work together to move products fast, accurately, and with minimal labor. But no matter how sophisticated your system is, it only takes a single failed part to bring everything to a halt.

When a motor burns out or a sensor fails, you don’t just lose functionality. You lose hours, productivity, and trust. And most of the time, those parts aren’t sitting in a bin waiting to be replaced. They have to be ordered. That’s when the real costs start to pile up.

Downtime Costs More Than You Think

Unplanned downtime can cost thousands of dollars per hour depending on your industry. Even in less time-sensitive operations, it causes delays that ripple through the entire fulfillment chain. You fall behind on orders. You reroute labor. You call in emergency service techs. Your team scrambles to get things back on track.

Here’s the reality: when automation is running, your facility is an engine. When a part fails, that engine stalls. And unless you have the right spare part on hand, there’s no quick restart.

Lead Times Are Longer Than You Expect

Global supply chain disruptions have made lead times unpredictable. Components that once took two days to deliver now take two weeks. For specialty or OEM-specific parts, it could be even longer.

Every time a needed part is out of stock or delayed in transit, your team is stuck waiting. It doesn’t matter how skilled your technicians are if they don’t have the tools and components to work with.

That’s why stocking critical spare parts is not just smart — it’s necessary.

What Parts Should You Keep on Hand?

You don’t need to stock everything. The key is to focus on high-impact components and parts with long lead times.

1. Wear Items

These are components that degrade with regular use:

• Conveyor belts

• Rollers

• Bearings

• Seals

• Chains and tensioners

These should be replaced proactively, and you should always have extras on hand.

2. Critical Failure Points

These are parts that can shut down your system if they fail:

• Motors and gearboxes

• Drives and power supplies

• PLC modules

• Sensors and photoeyes

• Pneumatic actuators

If a failure in this part stops production, it should be stocked.

3. Long-Lead or Custom Parts

Some items are difficult to source quickly due to vendor availability or custom specifications. These are often overlooked until it’s too late. Keeping even one unit in storage can save you weeks of delay.

Protect Your Investment

Automation systems are not cheap. You’ve invested in technology to make your operation faster, more accurate, and more scalable. Why risk that investment by not preparing for failure?

Spare parts help you avoid unnecessary service calls, reduce emergency freight charges, and prevent minor issues from turning into major breakdowns. Replacing a worn part at the right time can protect your entire system from more serious damage.

It’s the difference between maintaining a machine and rebuilding one.

Build a Spare Parts Program with Your Integrator

If you're not sure what to stock, start by talking to your system integrator or automation partner. At BoxLogix, we help customers identify the most critical parts to keep on hand, tailored to their equipment and operation.

We look at:

• Historical failure rates

• Part availability and vendor lead times

• High-wear components specific to your use case

• Impact of failure across the system

This kind of insight helps you build a practical, cost-effective stocking strategy that prevents downtime without overstocking shelves.

Storage and Organization Matter

Having spare parts only works if your team can find and use them quickly. That means:

• Labeling parts with clear part numbers and system associations

• Creating a simple digital or printed inventory list

• Storing parts in clean, dry, organized bins

• Assigning responsibility for parts management and reordering

The goal is readiness. When something breaks, your team should know exactly where to go, what to grab, and how to install it.

A Culture of Preparedness

Keeping parts on hand is more than a task. It’s a mindset. Facilities that prioritize maintenance and spare part planning don’t scramble when issues arise — they respond with confidence.

This culture creates trust across teams, from operations to IT to leadership. It shows customers that your business is built on reliability, not just speed.

Final Thoughts

In warehouse automation, speed and uptime are the competitive edge. And while advanced systems can make your operation faster and smarter, they also depend on small, physical components that wear down, fail, or become unavailable.

Keeping spare parts on hand is one of the simplest and most cost-effective ways to protect your operation. It’s proactive. It’s strategic. And in the long run, it saves money, time, and frustration.

At BoxLogix, we work with customers to build automation systems that last — and stay running. Whether you need help building a parts list, stocking your shelves, or integrating a maintenance plan, we’re here to help.