Job Materials
Job Materials helps your team log every part and material used on a job, including quantity, unit cost, technician, date, and notes. Use it to keep job costs accurate without waiting for paper receipts or end-of-day spreadsheets.
When to use this
Use Job Materials when you want to:
- Track which parts were used on each job.
- See material spend for the current month and all-time entry counts.
- Review total material cost by job before invoicing or job-costing review.
- Give technicians a simple place to record part names, part numbers, quantities, unit costs, notes, and who used the material.
Before you start
- Confirm Jobs is available for your account. Material entries must be tied to a job.
- Open Settings → Features and make sure Job Materials is enabled.
- Create at least one job before adding a material entry. The Add Material button stays disabled when there are no jobs to choose from.
- Decide whether your office wants technicians to enter unit cost, or whether office staff will review and adjust costs later.
Add a material entry
- Open Job Materials from the main navigation.
- Select Add Material.
- Choose the related Job.
- Enter the Part Name. Optionally add a Part Number.
- Enter the Quantity and Unit Cost.
- Add the technician in Used By, adjust Used At if needed, and add any notes.
- Select Add Material to save the entry.
ToolbagCRM calculates the line total from quantity × unit cost. Saved entries appear in the All Materials tab and are included in the monthly cost tiles.
Review materials by job
Use the By Job tab when you need a job-level cost view. ToolbagCRM groups material entries by job, shows the number of items, and totals the material cost for each job. Expand a job row to review the individual parts behind the total.
This is most useful before closing a job, preparing an invoice, or checking whether a repair used unusually expensive parts.
Search and filter
Use the search field to find entries by part or job. For example, searching for a pump, valve, capacitor, or customer job title narrows the list to matching material entries.
Edit or delete an entry
Hover over an entry and use the row actions to edit or delete it.
- Edit opens the material form with the existing job, part, quantity, cost, technician, date, and notes.
- Delete asks for confirmation before removing the entry.
Only delete an entry when it was logged by mistake. If the material was returned or credited, your office may prefer to add an adjustment note instead so the job history stays clear.
Tips
- Use the By Job tab before invoicing a job. It groups materials by job and sorts by total cost descending, so the most expensive jobs are at the top — easy to spot if a small job used unusually costly parts.
- Fill in Part Number when the vendor uses one. Part numbers show up in the entry list and make it easier for office staff to match materials against vendor invoices or purchase orders.
- The Used By field is optional, but entering the technician name helps when reviewing who installed a specific part on a warranty callback.
- If a material was returned to the vendor or credited on an invoice, add a note rather than deleting the entry. Deleted entries disappear from the job history, while a note keeps the record clear for anyone reviewing job costs later.
- The stat tiles update as you filter. Searching narrows both the entry list and the monthly totals, so you can use search to check cost for a specific part or job without switching tabs.
- Add Material stays disabled until at least one job exists. Create the job first, then come back to log materials.
Troubleshooting
Add Material is disabled
The page needs at least one job before a material can be logged. Create or open the relevant job first, then return to Job Materials.
A saved part is missing
Use search to check whether the list is filtered. If the entry still does not appear, refresh the page and confirm the correct job was selected when the material was added.