Purchasing, stock and job costs
See what every job really makes.
Purchase orders, supplier bills, parts from the van and your subcontractors' prices land on the job as they happen, and the margin moves with them. You find out while there's still time to do something about it.
14 days free, no card. Then £19 a month for you and £9 for each person you add.
Project
Heating upgrade
Ruth Adeyemi · 9 Linden Close · quote Q-0217, accepted
As the work goes · tap each cost to add it
Margin now £8,000.00 (100%)
Money
Margin
100% of what you invoiced, ex VAT
£8,000.00
Nothing has been costed, so this margin is the whole invoice, never what a job really made.
The Money sheet is the project's own, in its own words. Margin is worked out on what you've invoiced, ex VAT, so a job you've won doesn't look profitable before anyone's been asked to pay.
01Orders
Order it, send it, tick it off as it arrives.
Raise a purchase order from a quote, from a job's parts list or from what's running low. Send to supplier emails them the order as a PDF. When the delivery turns up, Receive delivery takes it line by line, and the order knows whether it's part received or all in.
- Deliver into stock, a van or straight to site
- Prices fill in from the supplier's price list
- A Late badge once the Needed by date has passed
- Record the bill against the order and it's checked for you
Send to supplier · sent Tue 6 Oct
Purchase order PO-0043 from Elm Heating
PO-0043.pdfPurchase order
PO-0043
Northgate Plumbing Supplies · needed by Thu 15 Oct
What arrived
- Diverter valve, combi2 ordered2
- 22 mm elbow10 ordered10
- 15 mm compression tee6 ordered0
- Inhibitor, 500 ml4 ordered4
The order will be part received · into Dan's van
Change what arrived and press Receive. The status follows, as it does in the app.
Then the bill comes in.
Record the bill against its order and OnPoint compares it with what actually arrived, line by line. A price that crept up is there in black and white before you pay it. Put the bill on a job and it shows there as materials; on a project it goes into the project's costs.
You type the bill in and attach the photo or PDF to keep with it. OnPoint doesn't read the figures off the paper.
Matches the order
Order (what arrived) £166.00 · billed £166.00 ex VAT
£18.00 more than the order
Order (what arrived) £2,860.00 · billed £2,878.00 ex VAT
TRV and lockshield pair: £12.40 on the order, £14.40 billed
02Stock
What's in the warehouse and each van.
Every van is a stock location, like the warehouse. Parts come in from deliveries, move between them and go out when an engineer books them out on a job. Anything at or below its reorder level shows under Running low, with a Raise order button.
Today · Dan Price
Breakdown · 61 Otley Road
Parts & materials: nothing booked out yet
- Diverter valve, combireorder at 12
- 15 mm elbowreorder at 1024
- 22 mm elbowreorder at 1016
- Inhibitor, 500 mlreorder at 23
Running low · 1
Northgate Plumbing Supplies
- Magnetic filter, 22 mmWarehouse · 2 left, reorder at 3
Book the parts out for Dan's breakdown and watch the diverter valve drop to its reorder level.
Count, move and adjust
Count what's on a shelf or in a van, move stock between them, and adjust for damaged or returned parts.
Booked out on the job
Parts an engineer books out are costed on that job at the buy price, and can be put back if they weren't used.
Never hidden
If more has gone out than was recorded coming in, the level shows below zero with a prompt to count it.
03Price lists
Their price list in. Your margin on every part.
Upload the spreadsheet your merchant sends, as a CSV, or add the lines you buy most. Say which column is which once, check what will change, and import it. Codes already on the list are updated, not duplicated.
Upload price list
Northgate Plumbing Supplies · northgate-october.csv
- Supplier codeProduct Code
- DescriptionDescription
- Cost priceNett Price (£)
- Pack sizePack Qty
- New
- 14
- Price changes
- 6
- Unchanged
- 212
- Skipped
- 1
What changes
- Magnetic filter 22mmMF22£66.10 to £69.40
- TRV and lockshield pairTRV15P£12.40 to £14.40
- 22mm elbow (bag of 10)EL22-10£10.90 to £11.50
Products linked to a changed line get the new buy price straight away, so their margins move with it.
Product
Magnetic filter, 22 mm
£145.00
Sell price, ex VAT · linked to Northgate's MF22
Margin is how much of the price is yours. Markup is how much you put on top of cost. A part bought at £60 and sold at £100 is a 40% margin and a 66.7% markup, so OnPoint shows both, labelled.
Import the price list and watch the filter's buy price, and its margin, follow.
Any layout
Any merchant's spreadsheet, once it's saved as a CSV. You pick the code, description and price columns.
Packs worked out
£11.50 for a bag of 10 is £1.15 an elbow. Orders and margins use the price of one.
Sell from a markup
Set a product's sell price from the markup you want on its buy price, to the penny.
Tuesday 13 October · Dan Price
Breakdown · 61 Otley Road
Bills £17.30 · From stock £42.90 · Ex VAT
- Diverter valve, combifrom Dan's van · Dan · £38.50 each×1
- 15 mm elbowfrom Dan's van · Dan · £2.20 each×2
With View purchasing and stock: the materials cost, the orders and bills, and what each part cost.
04Who sees it
Buy prices stay with the people who buy.
Buy prices, margins, orders and bills show only for roles with View purchasing and stock. Your engineers still book parts out on their jobs. They just don't see what the parts cost you.
- View purchasing and stockSuppliers, price lists, orders, bills and stock, with buy prices.
- Raise orders, record bills and adjust stockEverything that changes them. Without it, purchasing is read only.
- Edit appointmentsEnough to book parts out on a job, or put them back.
In a new account the Manager and Administrator roles have purchasing. For any other role it's a switch in Settings, under Roles & permissions.
What it doesn't do.
Better you hear it here than find out in the second week.
- No supplier connections.There are no live prices and no ordering from a merchant's own system. Price lists come in as a CSV, and orders go to the supplier by email as a PDF.
- It doesn't read bills for you.Type the bill in and attach the photo or PDF to keep with it. OnPoint checks the figures against the order, but it doesn't read them off the paper.
- Supplier bills stay in OnPoint.Your invoices, customers and payments go to Xero if you use it. Supplier bills don't: you mark them paid in OnPoint.
- It needs a signal.Purchasing and stock need a connection. The work on site, like jobs, photos, forms, certificates and clocking in, carries on without one.
Works with the rest of the job.
Purchasing is part of every OnPoint plan. See pricing or compare OnPoint with what you use now.
For your trade
- Subcontractors and CISSend a job by link. Its agreed price lands on the project, and CIS comes off what you pay.
- QuotesPrice from your own list with your markup on, then raise the order straight from the quote.
- Invoices and paymentsDeposits and stage payments on the bigger jobs, paid by card or bank to your own Stripe.
- ReportsSales, aged debt, a VAT summary and top customers, each with a CSV export.
- Roles and permissionsDecide who sees buy prices, and who can raise an order.
Questions people ask.
Anything else? Ring +44 7884 697405 or email us.
What is job costing in OnPoint?
It's where a job's costs and its money meet. Supplier bills, deliveries straight to site, parts booked out of stock, subcontractors' agreed prices and any costs you add yourself land on the job or project, and OnPoint works out the margin on what you've invoiced, ex VAT.
Is the margin worked out on the quote or the invoice?
On what you've invoiced, ex VAT. The accepted quote shows beside it as Contracted, so a job you've won doesn't look profitable before anyone's been asked to pay. A finished job nobody has invoiced shows a negative margin, on purpose.
Does OnPoint connect to my merchant?
No. There are no supplier connections and no live prices. Upload the price list your merchant sends as a CSV (save an Excel file as CSV first), and send purchase orders to them by email as a PDF.
Can it read a supplier bill from a photo?
No. You type the bill in and attach the photo or PDF to keep with it. If the bill is against an order, OnPoint checks it against what arrived and tells you whether it matches or how much more or less it is.
Do supplier bills go to Xero?
No. Your customers, invoices and payments go to Xero if you use it, but supplier bills stay in OnPoint, where you can mark them paid.
Who can see buy prices and margins?
Only roles with View purchasing and stock. In a new account those are the Manager and Administrator roles. Engineers can still book parts out on their jobs without seeing what the parts cost.
Does my own labour count?
Add it to the project as a Labour cost line and it's in the margin. Hours from the timesheets aren't turned into a cost for you.
Can I keep track of stock on each van?
Yes. Each van is its own stock location next to the warehouse, with counts, moves between locations, a reorder level on each part and a Running low list with a Raise order button.
Does purchasing work offline?
No, purchasing and stock need a connection. Jobs, photos, forms, certificates and clocking in all work with no signal.
Know the margin before the job's done.
£19 a month for you and £9 for each person you add, with purchasing, stock and every other feature. Try it free for 14 days, no card. Or pay yearly: £228 a year for you and £108 for each extra person.