Smarter Week

How to automate it

How to automate “order parts and track deliveries for jobs”

Here are 2 ways to spend less time on this, best first. Each comes with steps you can follow today.

30 min
typically, every day
45%
of the time can be automated
Some setup
to set up

Fix 1 of 2

Software featureBest fix

Order through the supply house app for pickup or site delivery

Most big distributors have an app showing stock at each branch, your pricing and quick will-call pickup. Ordering ahead means no queue at the counter or wasted trip.

Typically saves about 40% of the time20 min to set up
  1. 1Ask the office for login details for your main suppliers' apps or trade accounts.
  2. 2Check branch stock before you drive anywhere.
  3. 3Order for will-call pickup or delivery to the job, and attach the job number.
  4. 4Link supplier ordering to your field app where it supports it, so costs land on the job.

Tools: Your distributor's app (e.g. Ferguson, Johnstone Supply, Graybar, Home Depot Pro) · ServiceTitan, Jobber, Housecall Pro, FieldEdge, Workiz or simPRO

Fix 2 of 2

Process fix

Keep a standard van stock list and restock every night

Most parts runs are for the same 30 or 40 common items. A set list per van, restocked from the shop, cuts the trips to the supply house.

Typically saves about 35% of the time2 h to set up
  1. 1Pull the last three months of parts used from your field app or invoices.
  2. 2Make a list of the parts used on more than a few jobs, with quantities per van.
  3. 3Track van stock in the field app if it supports it, so used parts drop off automatically.
  4. 4Restock vans from the shop at end of day or on a set morning.

Tools: ServiceTitan, Jobber, Housecall Pro, FieldEdge, Workiz or simPRO · Spreadsheet

Who does this task

Roles in our library that list this as one of their common tasks. Each guide covers the rest of that role’s week.

Dispatcher / service coordinator

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Other common tasks for Dispatchers / service coordinators