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Real Time Material Tracking

16.11.21 08:00 AM By Karen Parker

Qic-Guide Series: Material Management in an Instant

There is nothing better than having the information you need right at your fingertips – when you need it!

Which is exactly why we are excited to announce the release of our new Materials Report. Now Users can see what, who, where and when materials were either assigned or booked to a job, all from the one dedicated interface.

Since writing the Qic-Series Materials blog we have now centralised your material data so you can keep track each Job’s material usage. Our Material Report has been designed to highlight material quantities assigned, used, the balance of your assigned materials, items taken from stock and final total. (Don’t forget that all material costs can still be found within the Job’s Financial reports.)

To Assign or Book – That is the Question

We are often asked what’s the difference between assigning and booking materials?

Assigned materials are items that have been set aside in preparation for undertaking the job. We know that often these materials may go ‘missing’ before they are used and that is why we do not commit their costs to the job until they are ‘booked.’

Booked materials on the other hand are materials that have been ‘physically used’ and/or you need to have their costs committed to the Job.

For example: 5 tins of paint have been assigned to the job and set aside ready for use. On Tuesday the Supervisor takes 2 tins of paint and physically uses them. He now needs to book the 2 tins to the job, so they can be included in the Job’s cost reports.

QicWorks allows users to assign or book materials to a Task at any time. Many of our users will create Task templates with assigned materials loaded, to make Job creation for repetitive jobs that much quicker.

Remember you do not have to assign any materials at all to a job – Assigning materials is a really useful planning tool.

Full Transparency

The QicWorks Materials Report is accessible from within the Job, as well as at Task level. If you access the Materials report at Job level it will show all materials, across all tasks. Alternatively, if the Material Report is access at Task level, it will only show the material allocated to that specific Tasks. 

It doesn’t matter if material usage was captured from within the office or the field, as all transactions are captured within the Submissions tab. If you have the inventory module activated you will also see any materials listed on picking and packing slips. This means that you now have full transparency when it comes to tracking material movements.

The Assigned tab shows the history of when materials were allocated to the job, and the All Materials tab is a list view of all materials associated with the job. It also matches booked materials to their assigned counterparts.

Adding Materials

Materials can be added to a job in a number of different ways.


Your materials do not need to be listed in your pricing tables for you to capture their expenditure. For example, perhaps you have some materials that were purchased using a credit card. No problem. Simply list their details in the Adhoc tab.

Working in the Office

Materials can be assigned direct to the Job’s Task when the Task is in edit mode. Here Users can Assign Stock Items (this list is all materials you have entered in your Nett Cost Table,) Assign an Adhoc Item (enter a free text item without having it added to your pricing tables) or Bulk Upload Adhoc items.

As we mentioned earlier, you can also assign materials to your Task Templates.  For full details check out our Qic-Series Templates blog.

Materials can then be booked to the Job either via a Shift Report or direct to the Task by clicking on the Book Material menu item.

Here Users can draw down on stock that has already been assigned to the job, book a Stock Item (these are materials listed in your Nett Cost Table,) or add a New Stock Item. The New Stock Item tab allows Users to enter a single material item. They can even choose if they wish to add it to their pricing tables for possible future use.

Capturing Materials from the Field

Field workers can capture materials that have been used by simply logging into the QicWorks companion app.  Here they can add materials that were used to their shift reports, timesheets (if activated,) or by clicking on the materials icon to add items direct to a job.

Field workers can save even more time by photographing the stock items barcode or QR scan, which in turn will find and preload your material data ready for you to simply enter how many units you used. Talk about game changing!

The QicWorks Material Report is just another great example of how having centralised storage means you have access to accurate, real time data when you need it.

QicWorks removes the need for multiple software applications or paper systems to manage work fronts, safety, resource compliance and job profitability. QicWorks provides accurate real time field data giving you the confidence to make the right decisions. Contact us today see how QicWorks can transform how you do business.


The information contained within this blog is of a general nature only. It does not take your specific needs or circumstances into consideration. You should look at your own situation and legislative requirements before making any decisions.

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