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Inventory and Purchasing

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Doug edited this page Aug 8, 2026 · 4 revisions

Inventory & Purchasing

Parts on the shelf, parts on the trucks, and the vendor loop that replenishes both.

Inventory

  • Inventory — stock levels and locations. Readable by every role (techs can look up parts from the field).
  • Van inventory — per-truck stock; consumption is logged against jobs, which feeds the estimated-vs-actual variance report.
  • Parts to Order — low-stock alerts and purchase requests, including parts-needed requests raised by techs from a job and parts added to a job from the catalogs (which arrive pre-priced at sell price). Captured parts flow through to invoicing, and parts used on completed jobs but never billed surface for review on the Billing page (see Invoicing & Payments).
  • Company tools — organization equipment tracking (ladders, drills, …), separate from customer equipment.

Purchasing

  • Vendors — supplier master records (contacts, account numbers, payment terms, tax IDs, QuickBooks vendor link). The vendor account view rolls each supplier's documents — statements, bills, order confirmations, threaded on the supplier's own reference numbers — into what's actually owed, rather than a pile of PDFs.
  • Purchase orders — vendor POs with line items; workflow draft → sent → received, with received inventory reconciled on arrival. A PO can be tied to its job, which freezes the job's captured door specs onto the PO at link time — so receiving checks the delivered door against the specs that were ordered, not whatever the job says today.
  • Purchase requests — job-linked requests with an approval flow (requested → approved → ordered → received), tied into van inventory consumption.
  • Vendor order confirmations — a supplier's emailed order confirmation is captured automatically (same allowlisted-sender pipeline as vendor bills), the app suggests the matching job (by customer and job title), and one confirm files the paperwork on the job — the front of the paper chain, before the bill ever arrives.
  • Vendor statements — statements of account arrive by upload or by email; the app parses the lines (invoice number, date, amount, aging bucket) for classification and matching against bills and jobs.

Vendor bills

Vendor Bills (nav: Accounting → Vendor Bills) turns a supplier's PDF invoice into job cost and received stock instead of a re-keying chore.

  • Intake — upload a bill PDF (or let one arrive by email, below). The app parses the header (vendor, invoice number, date, terms, due date, subtotal, tax, shipping, total) and the line items. When rule-based parsing can't read a layout, an optional LLM extraction rung takes a second pass (with a per-run cost ceiling). The vendor name on the bill is resolved against your vendor records and their name aliases, so the same supplier spelled three ways still lands on one vendor. The email path is gated by a sender allowlist managed in the UI, and a history sweep can walk an existing mailbox backwards (checkpointed, with a download budget) to backfill months of past bills.
  • Review queue — every bill lands in a queue for a human to confirm; the app suggests, it never silently books. The vendor's PO/reference text is the primary job-matching signal, and lines can be routed individually when one bill covers several jobs.
  • What confirming does — confirmed lines post to job cost (and to billing, so material shows up where margin is measured) and receive inventory for stocked parts. Bills track as open → paid → void.
  • Duplicate protection — bills are deduped on the document itself and on (vendor, invoice number), enforced in the database rather than only in the app, so two people uploading the same PDF at once still get one bill. A voided or deleted bill can be re-imported.

Supplier portal

Invite your suppliers by email: they register through a token link, then upload and maintain their own catalogs and pricing in a supplier-facing portal. You browse live supplier pricing and place orders; orders flow back to the supplier's dashboard.

Load sheets

Daily and delivery load sheets (what each truck needs to carry) live with dispatch — see Jobs, Scheduling & Dispatch.

See also

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