Job Parts¶
Job parts is part of the inventory system. It is available on the Enterprise plan only. On Enterprise, technicians can record the materials used on a job, the system deducts stock automatically, and the parts flow through to the invoice as line items.
Plan availability
Job parts and inventory are Enterprise features. They are not available on the Pro plan. On Pro, you can record materials in the job notes or add them as line items on the invoice for that job. Compare plans.
Overview¶
When a technician uses parts on a job — a replacement filter, a section of copper pipe, a circuit breaker — those items are logged directly on the job record. This creates a clear trail connecting inventory consumption to specific jobs and customers.
| Capability | Pro | Enterprise |
|---|---|---|
| Add parts to a job | — | |
| Track quantity used | — | |
| View parts history on a job | — | |
| Automatic inventory deduction | — | |
| Link to warehouse stock levels | — | |
| Parts as line items on invoices | — |
Adding parts to a job¶
From the web dashboard¶
- Open the job details page.
- Click the Parts tab.
- Click Add Part.
- Search for the part by name or part number, or enter a custom item.
- Enter the quantity used.
- Click Save.
From the mobile app¶
- Open the assigned job in the mobile app.
- Tap the Parts tab.
- Tap Add Part and search for the item.
- Enter the quantity and tap Save.
- The part usage syncs automatically.
Add parts as you go
Log parts immediately after using them, not at the end of the day. Real-time entry keeps inventory levels accurate and prevents missed line items on the invoice.
Quantity tracking¶
Each part entry records:
| Field | Description |
|---|---|
| Part name | The name or description of the material used. |
| Part number | An optional identifier for cross-referencing with inventory or suppliers. |
| Quantity | The number of units consumed on this job. |
| Unit cost | The per-unit cost of the part (used for invoicing). |
| Total cost | Automatically calculated as quantity × unit cost. |
Editing or removing parts¶
- To edit a part entry, open the Parts tab on the job details page, click the part, and update the quantity or cost.
- To remove a part, click Delete next to the entry. Removing a part reverses the inventory deduction and restores the stock level.
Inventory integration¶
The parts system connects directly to your inventory management system.
How automatic deduction works¶
- When a technician adds a part to a job, the system checks the available stock in the relevant warehouse or van inventory.
- If sufficient stock is available, the quantity is deducted automatically.
- If stock is insufficient, the technician receives a warning but can still record the usage.
Low stock alerts¶
When a part deduction causes stock to drop below the minimum threshold you have configured, the system triggers a low-stock alert. Dispatchers and inventory managers receive a notification so they can reorder before supplies run out.
Van stock and warehouse stock
Inventory tracks stock at both the warehouse level and the individual technician van level. Parts deducted from a job are removed from the assigned technician's van inventory first. If the part is not in their van, it deducts from the primary warehouse.
Viewing parts history¶
Every part added to a job is recorded with a timestamp and the user who logged it. To view the full parts history:
- Open the job details page.
- Click the Parts tab.
- Review the list of all parts used, including quantities, costs, and who added each entry.
Parts on invoices¶
When you generate an invoice from a completed job, the parts used are automatically included as line items. Each part shows the quantity, unit cost, and total — giving your customer a transparent breakdown of material charges.
Best practices¶
Keep your parts catalog current¶
Maintain an up-to-date catalog of commonly used parts with accurate part numbers and costs. This makes it faster for technicians to find and log the right items.
Set minimum stock thresholds¶
Configure low-stock thresholds for every part you carry. This ensures you receive alerts before running out of critical supplies.
Review parts usage in reports¶
Use the job reports to analyze which parts are consumed most frequently and by which technicians. This data helps with procurement planning and identifying potential waste.
Frequently asked questions¶
Can I add a part that is not in our inventory catalog?
Yes. You can enter a custom part name and cost directly on the job. This is useful for one-off materials purchased specifically for a job. Custom parts are not deducted from inventory stock.
What happens if a technician logs the wrong part?
Parts entries can be edited or deleted from the job details page. Deleting a part entry reverses the inventory deduction and restores the stock level.
Are parts costs included in the total job cost?
Yes. The total parts cost is calculated automatically and added to the job's financial summary. When you generate an invoice, parts appear as itemized line items.
Can I see which jobs used a specific part?
Yes. From the inventory section, you can view the usage history for any part, showing every job where it was consumed along with quantities and dates.
What's next¶
- Creating jobs — add parts when setting up a new job.
- Job images — photograph installed parts for documentation.
- Creating invoices — generate invoices that include parts as line items.