Inventory and Purchasing

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).
• Purchase orders — vendor POs with line items; workflow draft → sent → received, with received inventory reconciled on arrival.
• Purchase requests — job-linked requests with an approval flow (requested → approved → ordered → received), tied into van inventory consumption.
• Vendor statements — upload a vendor statement and the app parses its lines (invoice number, date, amount, aging bucket) for classification and matching against jobs.

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

• Catalogs — the sell-side item database (what things cost and sell for).
• Accounting, Payroll & Reports — expenses and job costing downstream of purchasing.