Purpose
Procedures for ordering materials and managing truck inventory for install jobs.
When to Use
- Ordering materials for upcoming installations
- Restocking truck inventory
- Managing specialty material orders
Ordering Process
Standard Materials
Check Tradeshift for availability and pricing on standard materials
Submit order through the office — technicians do not place Tradeshift orders directly
Provide: part numbers or descriptions, quantities, job reference, and needed-by date
Verify order confirmation and delivery timelineSpecialty/Custom Materials
For specific water heater models, treatment systems, or custom fittings, order well in advance
Confirm availability before committing to a customer timeline
If a specific product is out of stock, notify the customer and sales rep to discuss alternativesEmergency Parts Runs
If you need parts mid-job, check availability at local suppliers first
Use the company credit card for approved purchases (see Credit Card Usage Policy)
Submit receipt to the credit card purchases Slack channel immediately
If using Tradeshift, place the order through the officeTruck Inventory Management
Maintain standard stock levels on your truck — common fittings, connectors, supply lines
Restock after each job — do not wait until you run out
Report low inventory levels to the office before they become urgent
Keep your truck organized so you can quickly identify what you have and what you needImportant Notes
- Tradeshift has replaced Winsupply for purchasing — all orders go through Tradeshift
- Running for parts during a job wastes time and reduces customer confidence — stage materials properly
- Enterprise gas cards are for fuel only — not parts
- Company credit card purchases require receipt upload to Slack — see Credit Card Policy
Related SOPs
- Pre-Job Checklist & Material Staging — pre-job material verification
- Company Credit Card Usage Policy — purchasing procedures
- Notice to Proceed (NTP) Process — material verification before scheduling
