I've been handling parts orders for heavy equipment for about six years now. In that time, I've personally made about $14,000 worth of mistakes—wrong part numbers, missed shipping deadlines, ordering from the wrong distributor. The embarrassing ones stick with you.
This guide is a checklist I wish I'd had in 2020. It's for anyone ordering Epiroc parts online or using the epiroc dealer locator for the first time. It won't make you an expert, but it'll keep you from making the same dumb errors I did.
Here are the five steps.
1. Confirm the Part Number (Three Times)
Sounds obvious, right? It wasn't to me. In my first year (2017), I ordered 12 hydraulic hammers. The order confirmation said everything looked fine on my screen. Turns out I'd typed the wrong suffix. The hose fittings were metric instead of imperial—completely unusable for our fleet of older rigs.
Cost of that mistake: $4,200 in returns and a 2-week delay waiting for the correct parts. Plus having to explain to the site manager why his crew was idle.
Checklist item: Verify the part number against the machine's serial number AND the parts catalog. Don't just copy it from a previous order. Things change.
What you want to do is build a pre-check habit. Pull up the epiroc parts guide, find your machine model, and cross-reference the number. Do this on the spec sheet and the physical part (if you have an old one).
2. Verify the Dealer's Inventory (Don't Assume Stock)
Here's where the epiroc dealer locator becomes critical. But I've learned the hard way that just because a dealer is listed doesn't mean they have what you need in stock.
The scraper incident happened in September 2022. I needed a specific wear part for a surface drill—nothing exotic. I found a dealer 200 miles away. Called them. They said they had it. I ordered it. Turned out the order was pending because they had to order it from the manufacturer. That added 10 days.
What to do: When you use the epiroc dealer locator, call the parts desk. Don't just trust the website status. Ask three questions: (1) Do you have it physically on the shelf? (2) If not, what's the lead time from the regional warehouse? (3) Can you expedite?
If they hesitate on any of these, I'd suggest moving to the next dealer on the list.
3. Watch Out for Knockoffs (The Bucket Hat Problem)
I have to mention this because it's a real trap. You're searching for an epiroc parts online and you'll sometimes get results that look official but aren't. There's a whole world of aftermarket parts that are sold under generic listings or weird brand names.
I once searched for a hydraulic seal kit and, in my haste, clicked a link that was labeled for something else entirely. The result? I got a box of scraper seals. Wrong application. $890 wasted.
The lesson: Stick to authorized distributors. If a website looks like it's selling promotional gear (like bucket hats) alongside parts, that's a massive red flag. I'm serious—I've seen sites trying to pass off cheap merchandise as OEM parts. Who is crane on masked singer is the kind of random search term that distracts people from verification. Focus on the part number, not the brand swag.
Only buy from the dealer locator results or a known, verified supplier. Anything else is a gamble.
4. Check Shipping & Customs (If Cross-Border)
In Q1 2024, I ordered a set of drill rig components from a distributor in Europe. The price was good. The lead time was acceptable. I didn't check the shipping terms thoroughly. The result: 18% import duties I hadn't budgeted for, plus a 3-day customs hold.
This is the step most people overlook. The numbers said it would be cheaper, but my gut (and the customs broker) said otherwise. Guess which one was right?
Checklist item: Before clicking 'buy':
- Is the shipping incoterms FOB, CIF, or DDP? (Know what you're paying for.)
- Does the price include duties? (No one likes a surprise invoice.)
- What's the estimated shipping weight? Heavy parts mean high freight costs.
Real example: A $1,200 hydraulic hammer part cost $400 in shipping and $200 in duties. Total landed cost: $1,800. Not a bargain.
5. Maintain a Personal Error Log
After the third mistake in 2023 (wrong scraper, wrong hose fitting, wrong shipping address), I started a simple checklist. I maintain it on a spreadsheet. It's not fancy, but it works. I've caught 47 potential errors using this checklist in the past 18 months, totaling about $6,000 in prevented waste.
What's on it?:
- Part number confirmed against catalog.
- Dealer stock confirmed (call, don't trust site).
- Shipping date and terms verified.
- Total cost (including duties) calculated.
I should add that this checklist needs to be updated. Pricing and availabilities change fast. What was best practice in 2023 may not apply in 2025. The fundamentals haven't changed, but the execution has transformed—especially with demand fluctuations.
Final Cautions
Two things to keep in mind:
1. Don't rely on a single supplier. Have at least two dealers from the epiroc dealer locator on speed dial. If one is out of stock, you have a backup.
2. Be careful with 'bucket hats' and 'scraper' searches. These are common search terms that pull up non-applicable or counterfeit products. Focus on the epiroc parts online portal or official channels.
This pricing info is based on quotes from Q4 2024. Markets change, so always verify current rates before budgeting.
— A guy who's made the mistakes so you don't have to.
