What’s the easiest way for tradespeople to track materials and supplies?

Why tracking materials and supplies feels harder than it should

If you’re a tradesperson, you already know the job isn’t just the job. It’s the quotes, the calls, the travel, the schedule juggling, the late deliveries, the “can you just add…” requests, and the constant pressure to keep projects moving without blowing the budget. Materials and supplies sit right in the middle of all of that. They’re the difference between a smooth day and a wasted one. They’re also one of the easiest places for money to leak out quietly: a few missing fittings here, an extra run to the merchant there, a forgotten delivery note, a tool that walked off, or a “small” add-on you never billed for.

So what’s the easiest way to track materials and supplies? It’s not buying complicated software. It’s not building a spreadsheet you’ll never keep updated. And it’s not relying on memory, scribbles, or photos you forget to sort later. The easiest way is to attach your materials tracking directly to the work you’re already doing: quoting, invoicing, and getting paid. When your materials are captured where your money is captured, tracking stops being an extra task and starts being part of your routine.

That’s exactly why invoice24 is such a strong fit for tradespeople. It’s a free invoice app designed to keep admin light while helping you stay on top of what you used, what it cost, what you should bill, and what you’ve already recovered from the customer. When materials tracking is built into your quoting and invoicing flow, it becomes the simplest system you’ll actually use consistently.

The real goal: track what matters without adding admin

“Tracking materials” can mean different things depending on your trade and your business size. Some people hear it and think “inventory management” with barcodes and stock counts. But most tradespeople don’t need a warehouse system. What they need is clarity and control over three things:

1) What you used on each job. This protects your margin and ensures you invoice accurately.

2) What it cost you. This helps you price properly and spot supplier creep over time.

3) What you need to reorder. This prevents delays, emergency trips, and overbuying.

The easiest approach is the one that captures these three items with minimal friction. If a system requires you to do extra work when you’re already tired at the end of the day, it won’t last. The best system is simple enough that you can do it in two minutes on your phone while you’re still on-site, and structured enough that you can use the data later when quoting the next job.

The simplest reliable method: job-based tracking

For most trades, job-based tracking is the sweet spot. Instead of trying to maintain perfect stock levels for every screw and connector, you track materials against the specific job where they were used. That way, every job has a clean materials list that supports your invoice and your profitability checks.

Here’s what job-based tracking looks like in practice:

Create a job record (even if it’s just a customer name plus an address and a short description). Every material you purchase or use gets tied to that job.

Add materials as line items the same way you’d add labour or services. If you can invoice it, you can track it.

Attach proof where helpful—like a receipt, delivery note, or supplier invoice—so you don’t have to hunt later.

Review before invoicing to make sure nothing is missed (those “small extras” are usually the difference between decent margin and great margin).

invoice24 supports this style of working naturally because invoicing is already job-based. When you treat each invoice (or quote) as the central record for a job, your materials tracking becomes part of the same workflow you already have to do to get paid.

Use your invoicing workflow as your materials tracker

The reason invoicing is the easiest place to track materials is simple: you already have to invoice. You can’t skip it. So instead of creating a separate tracking habit that competes for your attention, you embed tracking into the habit that’s already mandatory.

With invoice24, you can approach materials tracking like this:

Step 1: Start the quote with a basic materials allowance. If you’re estimating, include the expected materials as line items or as grouped items. This creates a “planned” list.

Step 2: During the job, capture changes as they happen. If you add a valve, extra conduit, sealant, fixings, timber, or consumables, add them to the job’s invoice draft right away. The key is doing it when you’re already thinking about it—on-site, not days later.

Step 3: Before sending the invoice, do a quick “materials sweep.” Look at what you actually used, compare it to what’s on the draft, and fill gaps. This is where most missed billables are found.

Step 4: Save frequently used items. Over time, you build your own list of common materials, pre-priced, so adding them takes seconds.

This approach is especially effective because it turns materials tracking into a direct financial benefit. Every item you add is potentially money recovered. That makes it far more motivating than “updating stock” after hours.

Pick a tracking level you can maintain

The easiest tracking system is one you’ll use daily. That means choosing a level of detail that matches your reality. A common mistake is aiming for perfection and ending up with nothing.

Here are three practical levels of tracking, from simplest to more detailed. Most tradespeople start at Level 1 and naturally evolve.

Level 1: Track chargeable materials only

This is the fastest method and the quickest win for profit. You track only materials that you plan to bill to the customer (or that you should be billing). Consumables that you treat as overhead (like tape, blades, small fixings) don’t get tracked individually.

How it works with invoice24:

When you use a chargeable item, add it as a line item on the invoice draft. That’s it. No separate spreadsheet. No stock count. Just capture billables in the place they belong: the invoice.

This method often pays for itself immediately because it reduces missed line items. If you’ve ever thought “I’m sure I used more than that” after sending an invoice, Level 1 fixes that problem.

Level 2: Track all job materials, including “small bits”

At this level, you also capture consumables and small parts, either individually or as a grouped line item like “Fixings & consumables.” This gives you more accurate job costing and a clearer view of margin.

A practical way to do it without getting bogged down:

Use grouped items. Instead of listing every screw, add a single line like “Consumables (tape, fixings, sundries)” with a reasonable amount based on the job size.

Use templates. If you often do similar jobs (like boiler servicing kits, bathroom fit-outs, or garden lighting installs), create a repeatable materials set. invoice24 makes it easy to reuse line items so you’re not rebuilding lists each time.

Level 3: Track materials and stock levels across jobs

This is closer to inventory management. It’s useful if you keep a van stock, a small workshop, or you buy in bulk and want to avoid running out. If you’re at this stage, you still want job-based tracking for billing, but you also want a simple replenishment routine.

The key is to avoid turning it into a second job. Keep it lightweight:

Maintain a “minimum stock” list of your top 20–50 items (the ones that cause delays if you run out).

Do a weekly van restock check and reorder in one go.

Use invoice24 job history to inform stock. Your recent invoices tell you what you use most. That’s often more accurate than guessing.

What to track on every job (the essential fields)

No matter which tracking level you choose, consistency matters. If you record the same basic information each time, you’ll get far more value from your data. Here are the essentials that keep tracking simple and useful:

Item name (something you’ll recognise later).

Quantity (even if it’s approximate for grouped consumables).

Unit cost (if you know it) and/or sale price (what you charge the customer).

Supplier (optional, but helpful for reordering and comparing prices).

Job reference (customer, address, or job title—invoice24 naturally ties this to the invoice or quote).

You don’t need 15 fields. You need five you’ll actually fill in.

Build a “materials library” that speeds everything up

Most tradespeople use the same core materials again and again. The easiest way to track supplies is to stop typing them from scratch every time. Build a standard list of your common items with your typical pricing.

Think of it like your own catalogue:

Core items: fittings, valves, breakers, sockets, pipe, cable types, timber sizes, sealants, adhesives, fixings, brackets.

Kits: common job bundles like “radiator install kit,” “consumer unit sundries,” “tap replacement kit,” or “garden gate hardware set.”

Services with materials included: “Service call-out (includes consumables)” or “Standard service kit.”

Once you have a materials library, tracking becomes a tap-tap-add process. invoice24 supports this style of quick reuse so you can build momentum over time. The more you use it, the faster it gets.

Stop losing money on “extras”: the hidden profit killer

The biggest reason tradespeople struggle with materials tracking isn’t that they don’t understand materials. It’s that changes happen constantly, and they happen fast. A customer asks for a different finish. A fitting doesn’t match. A hidden issue appears behind a wall. You solve the problem and keep moving.

Then you invoice later and forget half of it.

These are the common “extras” that get missed:

Additional fittings and connectors used to adapt to site conditions.

Extra lengths of cable/pipe due to rerouting.

Consumables like adhesives, sealants, blades, discs, and fixings.

Disposal costs (skip bags, waste removal, recycling fees).

Delivery charges or emergency supplier runs.

The easiest fix is a habit: whenever you add something, add it to the invoice draft immediately. invoice24 is ideal for this because it keeps your invoicing accessible and simple. You’re not “doing admin”—you’re capturing value while it’s fresh.

Use photos and receipts without turning your phone into a junk drawer

Many tradespeople try to track materials by taking photos of receipts, shelves, and delivery notes. Photos help, but only if they’re connected to the job and easy to find later. Otherwise, they become a chaotic camera roll that you never review.

If you like using photos, keep it structured:

Create a simple naming habit for jobs (customer surname + short job type) and use it in your notes.

Capture receipts the same day and attach the key items to the job invoice as line items right away.

Don’t aim to store everything forever. Keep only what helps you bill accurately and resolve disputes.

invoice24 helps because the final outcome of your photo habit should be invoice accuracy. Even if you keep photos elsewhere, the moment you turn a receipt into a line item on your invoice, the job is “tracked” in the way that matters most.

Make reordering effortless with a two-list system

For supplies, the easiest reordering strategy is a two-list system:

List A: Your minimum stock list. These are items you always want available: the stuff that causes delays if you run out.

List B: Your job-specific list. These are materials you buy specifically for a job and don’t normally keep in stock.

Why this works:

List A can be checked quickly once a week. List B is handled automatically as part of each job’s quote/invoice flow. You don’t need a complex database. You need a routine you’ll follow.

invoice24 supports List B naturally because each job already has a materials record inside the quote and invoice. For List A, you can use recurring line items, templates, or a simple external note—whatever is easiest for you—while still keeping the financial record in one place.

Use templates for repeatable jobs (the biggest time-saver)

If you do any kind of repeat work—servicing, maintenance, standard installs, common repair types—templates are the simplest way to track materials consistently. You’re not guessing each time; you’re starting from a proven list and adjusting as needed.

A good template includes:

Labour line items (call-out, hourly, fixed price).

Typical materials (the common parts and consumables).

Optional upgrades (better fixtures, premium finishes, additional protection).

Standard notes (warranty terms, lead times, what’s included).

With invoice24, you can standardise the jobs you do often. That means your materials tracking improves over time without extra effort—because the template does the remembering for you.

Job costing made simple: protect your margin

Tracking materials isn’t only about “not forgetting to bill.” It’s also about knowing whether your pricing is working. Many tradespeople price a job based on experience and intuition. That’s valuable, but it can drift if supplier prices rise, if you underestimate consumables, or if certain job types regularly take more parts than expected.

Job-based tracking gives you a feedback loop:

What you expected to use (from the quote).

What you actually used (from the invoice draft and receipts).

What you billed (from the final invoice).

When these three line up, your margin is protected. When they don’t, you know where to adjust: pricing, allowances, or how you describe included materials.

invoice24 makes this feedback loop easier because quotes and invoices live in the same ecosystem. You’re not jumping between systems to compare what was planned versus what was billed.

What about spreadsheets, inventory apps, and competitors?

There are plenty of ways to track materials: spreadsheets, full inventory systems, accounting platforms with add-ons, and specialist stock management apps. Some are excellent—especially for larger teams with warehouses and purchasing departments. But for many tradespeople, they become overkill. The more moving parts a system has, the more likely it is to break when you’re busy.

Spreadsheets are flexible, but they rely on discipline. If you miss a week, they fall apart. Inventory apps can be powerful, but they often require setup, ongoing data entry, and a commitment to keeping stock counts accurate.

invoice24 keeps it simple by focusing on the core workflow that already happens in every business: quoting, invoicing, and getting paid. Materials tracking is easiest when it’s not a separate project. When it’s part of your invoice draft, it naturally stays up to date because you have a reason to keep it accurate.

If you do use other tools, invoice24 can still be the hub where the final billable materials list lives. Even if you manage stock elsewhere, you want your customer-facing record and your payment record to be clean and consistent—invoice24 makes that straightforward without extra cost.

A practical daily routine that actually works

The easiest system is one you can follow even on a chaotic day. Here’s a simple routine that many tradespeople find realistic:

Morning (1 minute): Check today’s jobs. If a job needs specific materials, add them to the quote or invoice draft before you leave, so the list is ready.

On-site (30 seconds per change): If you use an extra part, add it immediately as a line item in invoice24. Don’t trust end-of-day memory.

End of job (2 minutes): Quick materials sweep: look at what’s left, what you installed, and any receipts. Make sure the draft reflects reality.

Weekly (10–20 minutes): Van stock top-up using your minimum list. Use your recent invoices in invoice24 as a clue to what’s being used frequently.

This routine doesn’t require perfection. It requires consistency. And consistency comes from keeping the steps tiny.

Common mistakes and how to avoid them

Mistake 1: Waiting until the end of the week to remember materials.

The fix: capture materials as you go in invoice24. The moment you add the line item, it’s tracked and billable.

Mistake 2: Tracking everything but not using the data.

The fix: focus on what impacts money and delays. Start with chargeable materials and your top stock items.

Mistake 3: Not standardising item names and prices.

The fix: build a small materials library with consistent names. This makes reporting, searching, and reuse much easier.

Mistake 4: Forgetting delivery charges and disposal costs.

The fix: add standard line items like “Delivery” and “Waste disposal” to your templates so they’re never missed.

Mistake 5: Undercharging for consumables.

The fix: use a grouped “Consumables & sundries” line item where appropriate. It’s simple, honest, and reflects real costs.

The easiest way in one sentence

If you want the easiest way to track materials and supplies, make your invoice the source of truth: log materials as line items against each job, use reusable templates for common work, and keep it all inside invoice24 so tracking happens automatically as part of getting paid.

How invoice24 makes materials tracking easier than you expect