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Log Materials Used on a Job

Difficulty:beginner

Learn how to record parts and materials used during service calls for accurate invoicing and inventory tracking.

When You'd Log Materials

  • Replaced AC capacitor during repair
  • Used refrigerant to recharge system
  • Installed new air filter
  • Used duct tape, wire nuts, or other supplies
  • Any part or material customer should be billed for

Why Log Materials

For Accurate Billing:

  • Customer charged for what you used
  • Line items show on invoice
  • Transparent pricing

For Inventory Tracking:

  • Know what's in stock
  • Reorder when low
  • Track usage patterns

For Warranty/History:

  • Part serial numbers recorded
  • Know what was replaced when
  • Follow-up repairs easier

How to Log Materials (Mobile)

From the Job Page

Most common method for technicians:

Step 1: Open the Job

  1. Open Crewdex mobile app
  2. Tap Jobs → My Jobs
  3. Find today's job
  4. Tap to open job details

Step 2: Navigate to Parts

  1. Scroll to Materials & Parts section
  2. Tap + Add Part
  3. Parts form opens

Step 3: Add Part Details

Search Inventory:

  • Start typing part name or number
  • App searches your company's parts inventory
  • Tap matching part from list
  • Details auto-fill (price, part #)

Or Add Custom Part:

  • Tap Custom Part if not in inventory
  • Enter manually:
    • Part name/description
    • Quantity used
    • Cost per unit
    • Total cost

Example:

Part: AC Capacitor
Part Number: CAP-25MFD-440V
Quantity: 1
Unit Cost: $45.00
Total: $45.00
Category: HVAC Parts

Step 4: Add Installation Details (Optional)

  • Serial number (if applicable)
  • Warranty info
  • Installation notes
  • Photo of part (tap camera icon)

Step 5: Save

  • Tap Save Part
  • Part added to job
  • Shows in materials list
  • Auto-added to invoice when created

Quick Add from Inventory

Scanning barcodes (if enabled):

Step 1: Tap Barcode Icon

  1. In Add Part screen
  2. Tap barcode/QR icon
  3. Camera opens

Step 2: Scan Part

  • Point at part barcode
  • System recognizes part
  • Auto-fills all details
  • Confirm quantity
  • Save

Logging from Desktop

For office staff or owners:

Step 1: Open Job

  1. Navigate to Jobs
  2. Find the job
  3. Click to open details

Step 2: Add Materials

  1. Scroll to Parts & Materials section
  2. Click + Add Part
  3. Search inventory or add custom
  4. Fill in details
  5. Click Save

Bulk add:

  • Click Add Multiple Parts
  • Select several parts at once
  • Enter quantities for each
  • Save all at once

Types of Materials to Log

Major Parts (Always Log)

Examples:

  • AC capacitors ($30-80)
  • Contactors ($50-150)
  • Motors ($200-600)
  • Thermostats ($50-300)
  • Compressors ($800-2000)

Why: High cost, customer expects itemized on invoice

Refrigerant (Special Handling)

Log by weight:

Part: R-410A Refrigerant
Quantity: 3 pounds
Unit Cost: $25.00/lb
Total: $75.00
EPA Cert #: [Your cert number]

Note: EPA requires tracking refrigerant sales. Always log amount used.

Consumables/Supplies

Small items used frequently:

  • Wire nuts
  • Duct tape
  • Screws/fasteners
  • Electrical tape
  • Zip ties

Options:

  • Itemize: Log each item individually
  • Service Fee: Include in flat service call fee
  • Materials Charge: Add line item "Miscellaneous materials - $15"

Most contractors: Don't itemize consumables under $5. Include in service fee.

Filters

Customer-billed vs. courtesy:

Billed:

Part: Air Filter 20x25x4 MERV 13
Quantity: 1
Cost: $35.00

Courtesy (no charge):

Part: Air Filter 16x20x1 (Courtesy)
Quantity: 1
Cost: $0.00
Note: Complimentary filter change

Inventory Integration

Using Parts from Inventory

When you select a part from inventory:

System automatically:

  • ✅ Deducts from inventory count
  • ✅ Fills in cost (your cost, not retail)
  • ✅ Applies markup (if set)
  • ✅ Adds customer price to invoice
  • ✅ Tracks part usage stats

Example:

Inventory Before: 10 capacitors
You log 1 capacitor on job
Inventory After: 9 capacitors
Trigger: Reorder alert at 5 remaining

Low Stock Alerts

System notifies you:

  • "Only 3 AC capacitors left"
  • "Reorder refrigerant - below minimum"
  • See alerts on dashboard

Set reorder points:

  • Settings → Inventory → Each Part
  • Min quantity: 5 (when to alert)
  • Reorder quantity: 20 (how many to buy)

Warranty Tracking

Recording Serial Numbers

For parts with warranties:

Step 1: Add Part

  • Select part from inventory
  • Or add custom

Step 2: Enter Serial Number

  • Look for "Serial Number" field
  • Enter from part label
  • Example: "SN-1234567890"

Step 3: Add Warranty Info

  • Warranty period: "3 years from installation"
  • Warranty start: [Today's date]
  • Warranty end: [Auto-calculated]

Step 4: Photo Documentation

  • Tap camera icon
  • Photo part label (shows serial)
  • Photo installed part
  • Attached to part record

Why this matters:

  • Warranty claims require serial numbers
  • Proves part was installed
  • Customer service history

Pricing & Markups

Your Cost vs. Customer Price

Parts pricing:

Your cost: What you paid supplier

AC Capacitor: $25.00 (your cost)

Markup: Your profit margin

Markup: 80% (configurable in Settings)

Customer price: What customer pays

Customer Price: $45.00
Your Profit: $20.00

System calculates automatically when you log part from inventory.

Custom Part Pricing

For parts not in inventory:

Option 1: Enter Customer Price Directly

  • Cost: $45.00 (what customer pays)
  • System doesn't track your cost

Option 2: Enter Your Cost + Markup

  • Your cost: $25.00
  • Apply markup: 80%
  • Customer price: $45.00 (auto-calculated)

Common Scenarios

Scenario 1: Part Failed, Replaced Under Warranty

What to log:

Part: AC Capacitor (Warranty Replacement)
Quantity: 1
Customer Cost: $0.00 (no charge)
Your Cost: $25.00 (absorbed)
Notes: Replaced under warranty. Original part
failed after 8 months. Submitted warranty claim.
Warranty Claim #: WC-2026-001

Separate labor charge:

Labor: Warranty Service Call
Hours: 1
Rate: $95.00
Total: $95.00
Note: Labor not covered by part warranty

Scenario 2: Used Part from Truck, Not in Inventory System

What to log:

Part: Emergency Shutoff Valve
Source: Truck Stock (not tracked inventory)
Quantity: 1
Customer Cost: $65.00
Notes: Part from personal truck stock.
Will restock later.

Then:

  • Order replacement part
  • Restock truck
  • (Or add to inventory system later)

Scenario 3: Customer Supplied the Part

What to log:

Part: Thermostat (Customer Supplied)
Quantity: 1
Customer Cost: $0.00
Notes: Customer purchased from Home Depot.
Installed their part. Not covered by our warranty.
Photo: [Image of box/receipt]

Important: Document customer-supplied parts to limit liability.

Scenario 4: Diagnostic - No Parts Used

What to log:

Option 1: Log nothing (no parts used)

Option 2: Add note explaining

Materials: None
Notes: Diagnostic only. Found capacitor failing.
Quoted $150 for capacitor replacement.
Customer will call back to schedule.

Best Practices

1. Log Parts Immediately

  • Right after installation
  • Before leaving job site
  • Don't rely on memory later

2. Take Photos of Parts

  • Old part removed (shows why replacement needed)
  • New part label (serial number, model)
  • Installed part (proof of work)

3. Keep Part Packaging

  • Take with you (proof of purchase)
  • Photo receipt if customer disputes
  • Needed for warranty claims

4. Be Specific in Descriptions

  • ❌ "Capacitor"
    • ✅ "AC Capacitor 25 MFD 440V Oval Dual Run"

5. Note Installation Location

Part: Thermostat
Location: Main floor hallway, 5ft from ground
Notes: Replaced old Honeywell. Programmed
schedule: 72°F days, 68°F nights

6. Document Warranty Clearly

  • Parts warranty: 3 years
  • Labor warranty: 1 year
  • Effective date: [Install date]

A: No. Most contractors:

  • Log parts over $5-10
  • Consumables included in service call fee
  • Or add "Materials" line item: $15

Q: What if I don't know the exact part cost?
A:

  • Estimate based on typical pricing
  • Or look up part online while on site
  • Update accurate cost later from invoice

Q: Can I edit part costs after job is complete?
A: Yes, but:

  • If invoice not sent yet: Edit freely
  • If invoice sent: Need to void and recreate invoice
  • Better to be accurate first time

Q: What if I used wrong part in system?
A:

  • Edit the part entry
  • Or delete wrong part, add correct one
  • Update inventory if needed

Q: How do I handle core charges (old part exchange)?
A: Add separate line item:

Part: AC Compressor - $800
Core Charge Refund: -$100
Net Cost: $700

Troubleshooting

Issue: "Part not in inventory system"
Solution:

  • Add as custom part for now
  • Later: Settings → Inventory → Add Part (permanent)
  • Or ask office to add to system

Issue: "Wrong quantity logged"
Solution:

  • Open job → Find part in list
  • Click Edit
  • Change quantity
  • Save (inventory adjusts automatically)

Issue: "Forgot to log part before leaving job"
Solution:

  • Open job from My Jobs
  • Add part now (better late than never)
  • Note: "Added post-job"
  • Invoice can still be created correctly

Issue: "Part price doesn't match invoice"
Solution:

  • Check markup settings (Settings → Inventory → Markups)
  • Verify part cost in inventory is correct
  • May need to update inventory pricing

Need More Help?

Related Guides

Add Photos

Complete Job

Add Notes

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