Track Materials and Parts
Log parts as you work, apply consistent markups, and send invoices that reflect every nut and bolt. Toolfy keeps your profit margins intact and your customers informed.
Materials management at a glance
Business benefits
- Accurate material cost tracking for every visit.
- Clear insight into job profitability and margins.
- Real-time material usage tracking on each job.
- Transparent customer billing—no missing charges.
- Better forecasting for purchasing and material spend.
Customer benefits
- Line-item breakdowns with no surprises.
- Proof of materials used on-site.
- Easy-to-understand invoice descriptions.
- Confidence that work and parts match the quote.
- A consistent experience no matter who turns up.
Add materials to a job
Open the job
Jobs → find the visit you’re working on → open the job card.
Navigate to Materials
Scroll to the Materials section (or tap the Materials tab on mobile).
Click “Add material”
This opens the material entry form.
Capture the details
Fill out the fields so pricing stays accurate.
- Description – e.g. “22mm copper pipe” or “Consumer unit upgrade”.
- Quantity + unit – metres, units, litres, cartridges, etc.
- Unit cost – what you pay the supplier (for profitability).
- Markup % – how much margin you want to earn.
- Customer price – auto-calculated or set manually.
Save material
The item appears in the job’s material list and is ready to push onto an invoice.
Example pricing breakdowns
Plumbing visit
- 22mm copper pipe – 15 metres @ £3.50 + 30% markup → £68.25
- Gate valve 22mm – 2 units @ £12.00 + 40% markup → £33.60
Electrical job
- 2.5mm twin & earth cable – 50 metres @ £1.20 + 25% markup → £75.00
- Consumer unit – 1 unit @ £85.00 + 35% markup → £114.75
Pricing tips:
- Small consumables (pipes, fittings) often carry 25–40% markup.
- Large ticket items (boilers, consumer units) typically sit between 15–25%.
- Specialist or hard-to-source parts may justify 30–50%.
- Round totals to customer-friendly numbers (£68.25 → £70).
- Review pricing quarterly against supplier invoices.
Save time with templates
Settings → Materials → Templates lets you pre-load descriptions, unit costs, and markups for common items. Technicians can add materials in two taps.
Plumbing template ideas
- Copper pipe (15mm / 22mm / 28mm)
- Gate valves (by diameter)
- Radiator valves
- Pipe fittings pack
- Bathroom fixture kits
Electrical template ideas
- Twin & earth cable (1.5mm, 2.5mm)
- Light switches & sockets
- MCBs and RCDs
- LED panel lights
- Smart thermostats
HVAC template ideas
- Refrigerant (R32, R410A)
- Copper insulation
- Air filters
- Thermostats / controllers
- Condensate pumps & drains
Push materials onto invoices
Automatic option: Settings → Payments lets you auto-add job materials to invoices. Enable it if you want materials to flow onto every invoice by default.
- Complete the job and confirm all materials are logged.
- Click “Create invoice” from the job (or Invoices → New invoice).
- Check the “Include job materials” option.
- Review the list—edit descriptions or pricing if needed.
- Send the invoice. Material lines are included automatically.
Invoice preview example
- 22mm copper pipe (15 metres)£70.00
- Gate valve 22mm (2 units)£34.00
- Pipe fittings (assorted)£25.00
- Materials subtotal£129.00
Log materials in the field
Why it matters on-site
- Log materials while the work is fresh—no more guessing later.
- Keep customers in the loop about additional parts straight away.
- Track job costs in real time for accurate profitability.
Speed up entry
- Use voice-to-text for long descriptions.
- Snap photos of packaging to capture model numbers.
- Lean on templates so you’re never typing from scratch.
- Round prices or use the markup slider for quick entry.
- Open the job in the mobile app.
- Tap the Materials section and hit “+”.
- Pick a template or enter details manually.
- Save—repeat for additional parts.
- Sync happens when online, or queues if offline.
Track costs & profitability
Reports to monitor
- Most-used materials by quantity and value.
- Average markup by category or technician.
- Material spend per month vs. invoices raised.
- Job-level profitability (labour vs. materials).
- Customers or contracts with heavy material usage.
Profit optimisation
- Identify materials with consistently low margins and adjust pricing.
- Track supplier costs so you can renegotiate on high-volume items.
- Highlight jobs where material profit outperforms labour profit.
- Bundle common kits (e.g. service packs) to speed up entry and boost margin.
- Review technician usage to spot wastage or training opportunities.
Troubleshooting
Materials missing from invoice
- Confirm the “Include job materials” box was ticked.
- Make sure each material has a customer price (not just cost).
- Check the invoice lines—material entries can be removed accidentally.
- Verify the materials were saved to the job before invoicing.
Incorrect pricing
- Edit the material entry to adjust markup or unit price.
- Check whether the mistake is in the template or one-off entry.
- Confirm the quantity/unit combination is correct.
- Update your default markup percentages if costs have increased.
Customer queries a material charge
- Show the job’s material list with timestamps and descriptions.
- Explain that markup covers sourcing and handling.
- Attach photos of packaging or serial numbers if needed.
- Offer to use customer-supplied parts next time (if policy permits).
Material templates failing
- Check the template is active and in the correct category.
- Ensure required fields (cost, customer price) are filled.
- Update templates when supplier pricing changes.
- Create a new template if the existing one appears corrupted.
Prefer a hand? Email support@toolfy.io.