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Material Registration on Job Sheets: No More Double Data Entry

Your engineer is on-site and has used several parts. He writes them down on a piece of paper. Back at the office, someone manually enters them into the administration system. Then it turns out the job sheet wasn’t complete after all. That costs hours every week and leads to mistakes on your invoices.

 

With Simple-Simon’s material registration feature, your engineer records items, quantities and prices directly in the app on their phone or tablet. Everything becomes instantly visible in the office without phone calls or manual data entry. The information automatically flows into the job sheet and from there into your accounting software.

 

See how material registration works together with the job sheet app and time tracking for a complete overview of everything your engineer records in the field.

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What is Material Registration for Field Service Businesses?

Material registration is the process of recording used parts, materials and consumables during jobs in the field. Your engineer records which items were used, in what quantities and at what price. This information forms the basis of your invoice.

Without digital material registration, this information is often written down on paper or shared through WhatsApp messages. This leads to mistakes, forgotten items and delayed invoicing. With Simple-Simon, your engineer records everything directly on their phone, linked to both the job sheet and the customer.

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How Does Your Engineer Register Materials in the App?

Your engineer opens the Simple-Simon app on their phone and selects the relevant job sheet. Using the item search function, they choose the correct item from the item list configured by your office staff. They enter the quantity and confirm. That’s it.

Search for Items by Name or Barcode

Your engineer can search for an item by name or simply scan the barcode using their phone. No need to remember item codes or product numbers. Simple-Simon immediately displays the correct description and price.

Enter Quantities and Prices Instantly

Your engineer enters the quantity used. Prices are already configured in the item list managed by your office team. Need customer-specific pricing? You can configure prices per customer or per job sheet type, ensuring your engineer always sees the correct price.

Instantly Visible in the Office

As soon as your engineer registers materials, they become immediately visible in the office through the digital planning board. No waiting for paperwork to return. No phone calls to ask what was used.

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Register Materials Without an Internet Connection

Not every location has reliable mobile coverage. In basements, industrial areas or remote customer locations, engineers often work without internet access. The Simple-Simon app stores everything locally and synchronises automatically as soon as a connection becomes available again.

Your engineer does not need to configure anything. They simply continue registering materials, even when offline. As soon as the connection is restored, the data automatically appears in the office without anything being lost.

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Who is Material Registration Software For?

Simple-Simon’s material registration software is built for SMEs with field service teams that use materials, parts or consumables at customer locations every day. Typical users include:

 

  • Installation companies that register fittings and components per job and want to send them directly to accounting systems such as Exact or SnelStart.
  • Air conditioning and HVAC specialists who register refrigerants and filters per asset and want to keep stock levels up to date.
  • Concrete drilling and sawing companies that work with customer-specific units such as price per drilled hole or per metre of cutting work.
  • Electrical installers who register cable lengths, lighting fixtures and switches per project.
  • Security and AV installers who record parts and serial numbers per installed asset.
  • Maintenance companies with recurring contracts that want instant insight into materials used per customer.

Do you work with subcontractors or freelance engineers? They can also register materials through the job sheet app without receiving access to your entire administration.

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Frequently Asked Questions About Material Registration

What is Material Registration?

Material registration is the digital recording of used items, parts and consumables on a job sheet. Your engineer records which customer used which item and in what quantity. This information immediately forms the basis of your invoice.

How Does Item Usage on a Job Sheet Work?

Your engineer searches for the item in the app using the item name or barcode, enters the quantity and confirms the selection. The price is already configured based on your item list or customer agreements. The item usage is immediately added to the job sheet and becomes visible in the office.

Can Engineers Register Materials Without Internet Access?

Yes. The Simple-Simon app works offline as well. Your engineer can register materials on-site, even without internet coverage. The data synchronises automatically once a connection becomes available again.

How Does Material Registration Connect to My Accounting Software?

Simple-Simon integrates with more than 80 ERP and accounting systems. The materials your engineer registers appear as item lines on the job sheet. Once the job sheet is archived, Simple-Simon sends them as sales order lines or draft invoices to your accounting software. This eliminates duplicate data entry and ensures no materials are forgotten.

Can I Automatically Process Stock Adjustments?

Yes. In Simple-Simon, you can decide when stock adjustments take place: immediately when materials are registered on the job sheet or only when the job sheet is archived and sent to your ERP system. This keeps your inventory accurate, even when job sheets remain open for several days.

What Does the Material Registration Module Cost?

Material registration is included in the Simple-Simon platform from €30 per user per month. No contracts and no minimum commitment. Try it free for 14 days.

Also explore our integrations with your accounting software to create a fully connected workflow.

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