Timesheet Materials: Recording Materials Used During Work
Timesheet Materials allow field workers and technicians to log materials they use while performing work on a project. This feature provides real-time material tracking tied directly to labor activities.
Overview
When your team members complete a timesheet entry, they can also record any materials they used during that work period. This creates a direct link between labor and materials, providing accurate job costing data.
Key Benefits
- Real-Time Tracking: Materials are logged as work happens
- Labor-Material Correlation: See exactly what materials were used during specific tasks
- Simplified Workflow: Workers don't need separate apps or forms for materials
- Accurate Job Costing: Direct connection between hours worked and materials consumed
When to Use Timesheet Materials
Timesheet Materials are ideal for:
| Scenario | Example |
|---|---|
| Consumables used during service | Wire, tape, connectors, screws |
| Small parts from truck stock | Fittings, fasteners, small components |
| Materials pulled from inventory | Items from company warehouse |
| Supplies used on the job | Cleaning supplies, lubricants, sealants |
Best Suited For:
- Service technicians using truck stock
- Maintenance workers using consumables
- Field workers with materials on hand
- Any work where materials are used directly from existing inventory
How to Add Materials to a Timesheet
Step 1: Access Your Timesheet
- Navigate to Timesheets from the main menu
- Open an existing timesheet entry or create a new one
- Fill in the basic timesheet information (date, project, hours, description)
Step 2: Add Materials Section
- In the timesheet form, look for the Materials section
- Click Add Material to add a new material line
Step 3: Enter Material Details
For each material, enter:
| Field | Description | Example |
|---|---|---|
| Description | Name or description of the material | "14/2 Romex Wire" |
| Quantity | Amount used | 150 |
| Unit | Unit of measure | FT, EA, LB, GAL |
| Unit Cost | Cost per unit (if known) | $0.45 |
Step 4: Submit Timesheet
- Review all material entries
- Submit the timesheet for approval
- Materials are recorded with the timesheet
Material Entry Best Practices
Be Specific with Descriptions
Good examples:
- "14/2 NM-B Romex Wire"
- "1/2" EMT Conduit Coupling"
- "3/8" x 2" Lag Bolt with Washer"
Avoid:
- "Wire"
- "Coupling"
- "Hardware"
Use Consistent Units
Establish standard units for common materials:
| Material Type | Recommended Unit |
|---|---|
| Wire/Cable | FT (feet) |
| Individual items | EA (each) |
| Bulk materials | LB (pounds) |
| Liquids | GAL (gallons) |
| Boxes/Packages | BX (box) |
Record Accurate Quantities
- Count or measure materials before starting
- Log actual usage, not estimates
- Round to practical amounts (whole numbers when possible)
Timesheet Approval and Materials
When a supervisor reviews and approves a timesheet:
- Labor hours are approved for payroll processing
- Material entries are approved for job costing
- Both become part of the project's cost history
Approval Considerations
Supervisors should verify:
- Materials are reasonable for the work performed
- Quantities make sense for the task
- Descriptions are clear and accurate
- Unit costs are appropriate
Viewing Timesheet Materials
From the Timesheets Page
- Navigate to Timesheets
- Find the timesheet entry
- Click to view details
- Materials are shown in the Materials section
From Project Reports
- Navigate to Projects → Select project
- Go to Reports or Costs
- View materials aggregated by timesheet
Cost Calculation
Material costs on timesheets are calculated as:
Line Total = Quantity x Unit Cost
Example:
- 150 FT of wire at $0.45/FT = $67.50
If unit cost is not entered, the line total will be $0.00, but the quantity is still tracked for inventory and usage reporting.
Timesheet Materials vs. Other Methods
| Feature | Timesheet Materials | Material Invoices | Project Expenses |
|---|---|---|---|
| Entry Time | During work | After purchase | After purchase |
| Entered By | Field workers | Office/Admin | Office/Admin |
| Detail Level | Per item | Per item | Summary |
| Purchase Link | No (from stock) | Yes (PO/Invoice) | Yes (receipt) |
| Best For | Consumables | Bulk purchases | Misc expenses |
Common Questions
Q: What if I don't know the unit cost?
Enter $0.00 for the unit cost. The quantity will still be tracked, and costs can be updated later if needed. The important thing is capturing what was used.
Q: Should I enter materials from a purchase order?
No. Materials from purchase orders should be entered through Material Invoices instead. Timesheet materials are for items already in your possession (truck stock, warehouse inventory, etc.).
Q: Can I edit materials after submitting the timesheet?
If the timesheet hasn't been approved yet, you may be able to edit it depending on your permissions. Contact your supervisor if changes are needed after submission.
Q: What about returned materials?
If you return unused materials to stock, you should adjust the timesheet entry before approval, or note the return in the description.
Integration with Inventory
If your organization tracks inventory:
- Materials logged on timesheets can reduce inventory counts
- Low stock alerts can be triggered
- Reorder reports can be generated
Note: Inventory integration depends on your system configuration. Contact your administrator for details on inventory tracking setup.
Tips for Field Workers
- Log materials promptly - Don't wait until end of week
- Keep receipts - For any out-of-pocket purchases (use Project Expenses instead)
- Take photos - Document material usage when appropriate
- Ask questions - If unsure about a material description or unit, ask your supervisor
Summary
Timesheet Materials provide a simple way to track consumables and supplies used during daily work. By recording materials with each timesheet entry, you create an accurate picture of job costs and material usage.
Key Points:
- Use for materials from truck stock or company inventory
- Enter materials when completing your timesheet
- Include description, quantity, unit, and cost (if known)
- Materials are approved along with labor hours
- Different from Material Invoices (for purchases) and Project Expenses (for misc costs)