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On long projects, small parts and materials change almost daily: cable lengths, rack shelves, mounts, connectors, extra wire. Today every difference from the contract needs a change order, and inventory only moves when that change order is closed. On a 1–2 year project that means dozens or hundreds of change orders, or inventory and job cost that are never accurate. Returning unused material, like partial wire boxes, takes yet another change order.
Proposed solution
Add a special change order type, a Material Log, that stays open on a project:
Any item can be added to the project at any time by the warehouse, PM, or techs, on desktop or mobile.
Inventory is deducted immediately when an item is added. Returns add stock back to inventory directly from the log.
The log holds the data while open. The client doesn’t see it, and nothing is billed.
Items on the log count toward actual job cost.
When something needs to be billed, the PM selects those lines and moves them to a regular change order to bill the client for parts and labor.
Items that are simple swaps at no charge, such as a different cable length, stay on the log and are never billed.
Benefits
Inventory stays accurate in real time without daily change orders.
Every item, including small parts, can be tracked in D-Tools inventory.
Job cost reflects what was actually used, not just what was purchased.
Billing stays fully under PM control and is separate from inventory movement.
