Inventory and resources

Equipment may also be available from the main navigation as its own register. Use the area shown in your account if your navigation is arranged differently.

Key concepts

• Materials are consumable or supplied items such as timber, concrete, or electrical items. A Material can include a Unit, unit cost, unit price, Stock code, Category, Supplier, Minimum stock, and Quantity.
• Equipment is an asset your team uses for work, such as a vehicle, tool, generator, or excavator. Equipment can include costs, charge-out rates, location, maintenance dates, and a status.
• Stock is the current quantity recorded for a Material. Quantity is a current count rather than a stock-movement ledger, so update it when the count changes.
• Services are chargeable types of work. A Service includes a code, a unit type, and a unit price, and can also include cost, category, tax, estimated duration, and notes.
• Units are the units of measure used on records, such as kg, litres, each, or m². Keep the labels consistent so Materials and Services are easy to select and understand.

How to manage Materials

Add a Material

1. Open Materials.
2. Select Add Material.
3. Enter the Material name, Unit, and Unit cost.
4. Add any useful details, such as Description, Unit price, Stock code, Category, Supplier, Tax type, Account code, Minimum stock, Quantity, and Notes.
5. Save the Material.

Material name, Unit, and Unit cost are required. Unit cost and Unit price cannot be negative. Quantity and Minimum stock cannot be negative.

You can also select Import to bring in Materials from an Excel file when that option is available in your account.

Edit or delete a Material

Open the actions menu for the Material and select Edit or Delete. Confirm the deletion when prompted. Check the Material name, Unit, Quantity, and pricing before saving changes.

How to manage Equipment and Stock

Add or update Equipment

1. Open Equipment.
2. Select Add Equipment.
3. Enter the Equipment name and any available details.
4. Set the Charge-out type to By Hour or By Day, then enter the matching rates where applicable.
5. Set the Status.
6. Add location, purchase information, current value, maintenance information, and Notes as needed.
7. Save the Equipment.

Equipment starts with the status Available unless you choose another status. The available statuses are Available, In Use, Maintenance, and Retired.

You can also select Import to bring in Equipment from an Excel file when that option is available in your account.

To update Stock, edit the related Material and change Quantity to the current on-hand count. If you need to record why the count changed, use Notes or your team’s established operational process; Quantity itself does not provide a movement history.

Edit or delete Equipment

Open the actions menu for an Equipment record and select Edit or Delete. Before deleting, check whether the record is still needed for pricing, planning, or operational history.

How to manage Services and Units

Add or update a Service

1. Open Services.
2. Select Add Service.
3. Enter the Service name and Code.
4. Enter the Unit type and Unit price.
5. Add Category, Unit cost, Tax type, Estimated duration, and Notes if required.
6. Save the Service.

A Service code must be 1–4 letters or numbers and must be unique within your account. Unit price cannot be negative. Unit cost and Estimated duration cannot be negative.

Use Edit to update a Service. If you change its code, choose a code that is not already used by another Service.

Add or update a Unit

1. Open Units.
2. Select Add new.
3. Enter the Unit name.
4. Optionally add Code and Description.
5. Select Save.

Unit name is required, and each Unit name must be unique within your account. Use Edit to maintain an existing Unit, or open its actions menu and select Delete after confirming that it is no longer needed.

How to review operational resource details

Use Equipment to review the details that affect day-to-day availability and costing:

• Equipment type, serial number, and registration number
• Status and location
• Charge-out type, hourly cost, daily cost, hourly rate, and daily rate
• Purchase date, purchase price, and current value
• Maintenance schedule, last maintenance date, and next maintenance date
• Tax type, Account code, and Notes

Use Materials to review Quantity, Minimum stock, Unit, Supplier, Unit cost, and Unit price. Use Services to compare Code, Category, Unit type, pricing, and Estimated duration. Use Units to check that your measurement labels and optional codes are consistent.

If a detail needs to change, edit the record rather than creating a duplicate. This keeps selections and pricing consistent across your operational work.

Tips & things to know

• Use clear, recognizable names for Materials, Equipment, Services, and Units so people can find the right record quickly.
• Keep Unit and Unit type consistent. For example, avoid creating several labels for the same measurement.
• Set Minimum stock for Materials that need replenishment, then compare it with Quantity during regular checks.
• Use Equipment status to show whether an asset is Available, In Use, under Maintenance, or Retired.
• Enter both cost and charge-out information where your team needs to compare internal cost with the amount charged.
• Use the Excel Import option for larger starting lists, then review the imported records for names, Units, prices, and quantities.
• Quantity is a current count. It does not replace a stock-movement or adjustment history.
• Use the account’s currency settings when entering costs and prices.

FAQ