Order the kit, hold the stock and know what every job really cost

Also in Stock & purchasing

Materials linked to the items you sell

Add an item to a quote and Payaca knows the materials it needs and what they cost you.

Supplier invoices read for you

Upload a supplier invoice and Payaca reads the lines, prices and tax for you to check.

The books match what you ordered

Purchase orders sync to Xero, so what you ordered is in the books without typing it again.

Frequently asked questions

What is the difference between materials and items?

Materials are what you buy and what they cost you, and only your team sees them. Items are what you sell and what you charge, and they appear on proposals and invoices. Link a material to an item and every quote that uses the item knows its cost.

Can one material have more than one supplier?

Yes. Link every supplier you buy it from, each with its own price, and mark one as preferred. When you order from a project, Payaca uses your preferred supplier or the cheapest one.

How does weighted average cost work?

Each delivery into a stock location blends into the cost of what is already there. Hold ten units bought at 5.00 and receive five more at 6.00, and all fifteen are valued at 5.33 each. That average is what a project is charged when the stock moves onto it.

Can I move stock onto a project instead of buying it again?

Yes. On the project's Materials tab, click Order and choose a stock location instead of a supplier. Payaca selects the materials the project needs that the location holds, up to the quantity on hand, and moves them onto the job at the location's weighted average cost.

Can the field team ask for materials from site?

Yes. In the mobile app, a field user opens the scheduled event, taps Request Materials, picks the materials and quantities and submits. They land on the project's list of materials to order, and the people named are notified.

Do purchase orders sync to Xero or QuickBooks?

Purchase orders sync to Xero when it is connected, along with customer invoices and customers. QuickBooks syncs customer invoices and customers but not purchase orders, so with QuickBooks your purchase orders stay in Payaca.

Can Agent Dave raise purchase orders?

No. Agent Dave, the AI built into Payaca, can adjust stock when you ask him, but purchase orders are raised and sent by your team.

Who can see stock locations?

Admins and super admins, by default. You can change which roles work with stock in permissions and roles.

Can Payaca read a supplier invoice?

Yes. On a project's Materials tab, upload a photo, screenshot or PDF of the invoice and Payaca reads the line items, prices and tax. You review each line before importing, and the cost is recorded against that project.