Why Parts Delays Are Hurting Collision Repair Shops—and What We Can Do About It
Let’s be real—parts delays have become one of the biggest frustrations for collision repair shops. It’s not just about the inconvenience… it’s the way delays ripple through every corner of the business. Missed deadlines, unhappy customers, stressed-out teams, and profit slipping through the cracks.
I talk to shops every week, and the same stories keep coming up: parts showing up wrong, arriving damaged, or stuck in backorder limbo with no ETA.
So, what’s really going on—and more importantly, what can we do to ease the pressure?
Step 1: Hire the Right Person to Manage Parts Delays More Effectively
Before we talk tools or suppliers, let’s talk people.
Your entire parts process depends on who’s managing it. If the person handling your parts orders, receiving, and deliveries isn’t the right fit—or hasn’t been given the right training—issues will keep popping up, no matter how good the rest of your systems are.
I’ve seen firsthand how much smoother things run when the right person is in place and this role is taken seriously and properly supported.
What Makes a Great Parts Coordinator?
Whether it’s one person handling both ordering and receiving, or a shared role across the team, here’s what I suggest looking for:
- Detail-oriented mindset – Someone who catches the small things like part numbers and VINs before they become big problems
- Strong communicator – They’re regularly interacting with estimators, technicians, and vendors
- Organized and process-driven – This role needs routine, structure, and solid documentation habits
- Tech-comfortable – It helps if they’re familiar with estimating, repairing vehicles, or an understanding of the inventory systems
- Accountable – You want someone who takes ownership and genuinely wants the process to improve
Hiring Help for Shops
Finding the right person isn’t always easy, and you’re not alone if you’re struggling to find that person.
That’s why we created the Automotive Job Hub. It’s a job posting platform built specifically for our industry, helping shops like yours find talent that already understands how repair facilities run. Whether you’re hiring for parts, admin, estimating, or beyond, it’s designed to support your shop’s success and find you the right person for the role.
Step 2: Training Is Key to Controlling Parts Delay Issues
Even with the right person in place, they still need guidance. Great people become even better when we give them the right tools and training.
Here are a few simple but powerful ways to support them:
- Create a parts checklist – Include everything from order entry to receiving, labeling, mirror matching, stocking parts carts, issue logging, and more.
- Let them shadow your best estimators – Understanding how estimates are built improves ordering accuracy
- Encourage direct vendor communication – Give them the confidence to build those relationships
- Hold regular check-ins – Support them with ongoing feedback and adjustments
This is a foundational role. When it’s done well, it removes friction from every part of the repair process.
Step 3: Uncover What’s Fueling the Parts Delay Problem
Now that we’ve covered the human side, let’s look at what’s behind the delays:
- Parts come from different plants – Even for the same vehicle, OEM parts are made and shipped from different places
- Low or uneven inventory – EVs and newer models see high demand and limited supply; older models may be de-prioritized entirely
- Warehouse labor shortages – Fewer hands = more picking and shipping errors
- Damage during shipping – Poor packaging or rough handling leads to unusable parts
- Estimate inaccuracies – The wrong trim, build, or part # at the estimate stage derails the whole flow
- Outdated systems – Without real-time inventory or vendor connections, delays become more common
What Can Shops Do?
While we can’t control everything, we can make things better by adjusting the way we work.
Here’s what I recommend:
1. Slow Down to Speed Up
Allow your estimators time to get the estimate right from the beginning—down to the VIN, trim level, and part numbers. That small pause can prevent big delays.
2. Strengthen Supplier Relationships
The shops who experience fewer issues usually have strong vendor relationships. Suppliers who answer calls, follow up, and care about your timelines make all the difference.
3. Mirror Match Every Part
This step often gets rushed. Take time to confirm the part is correct before it hits the technician’s stall. Wrong or damaged parts caught early = less wasted time.
4. Use Smarter Tools
If your system doesn’t integrate with suppliers or give you real-time pricing and availability, it might be time to explore options. Tools like Parts Trader, Parts Tech, and OEConnection can bring more visibility and speed to your parts workflow.
5. Stock Smart
Keep a small inventory of frequently delayed items—clips, brackets, sensors. It’s not about hoarding, just planning ahead for common bottlenecks.
6. Train for Repair, Not Just Replace
Not every part needs replacing. Invest in skills like plastic welding, bumper repair, and other OEM-approved methods. Companies like Polyvance offer top-notch tools and training to help you do it right.
7. Track and Review Issues
If you’re constantly facing delays or damage from the same vendor, log it. Documentation (with photos) gives you leverage to request better service—or find a new partner.
Keep Moving Forward
Parts delays and issues are frustrating—but they’re not unbeatable.
When we focus on people, process, and proactive planning, we can reduce parts delays, improve team morale, and protect profits.
You don’t have to solve it all at once. Even one small shift—like hiring the right person, mirror matching parts, or integrating a better tool—can start moving things in the right direction.
And if you need help, you’re not alone. I’m here to support you.
🔍 Looking for better suppliers or tools? Explore the Automotive Directory—built to help you connect with trusted vendors who understand this industry and deliver real value.
Struggling with parts delays? We offer tools, coaching, and resources to help collision repair shops improve workflow and boost profitability. Reach out today to learn how we can support your team.
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About the Author: Venessa Di Vito has grown up in the automotive industry, specifically Collision Repair, where she has spent her career looking for new and innovative ways to support automotive businesses through growing sales and profits.