Get paid · Parts where the job needs them
Tracked per location — a warehouse or a specific technician's van — with every quantity that moves tied back to the purchase order that brought it in and the work order that used it.
What it is
Inventoryin Thermal is tracked per location, not as one org-wide number — a warehouse, or a van assigned to a specific technician, standing in for their truck stock. Every item shows on-hand quantity, what's committed to open work orders, and what's actually available to use, so a dispatcher isn't promising a part that's already spoken for.
A purchase order is the other half — a formal order to a vendor whose line items can each carry their own job link, so a single PO can supply several jobs at once with cost still attributing to the right one for job costing.
A part consumed on a work order draws from the technician's own van stock, and a purchase order's line-level job link lets its cost attribute to the specific work order it supplied.
One account. Every site under it.
The address, and the branch that covers it.
The unit a part is fitted to.
Covered parts bill from the agreement.
Parts are drawn from truck stock here.
You are hereParts and labour cost the invoice.
The part a job uses comes out of the work order's stock, and its cost rolls into job costing the moment it's consumed. The PO that restocks it is raised to a supplier, keeping purchasing and the job on the same records.
| Item | Location | On hand | Committed | Available | Serialized | Status |
|---|---|---|---|---|---|---|
| CP‑4821 | Van 12 · K. OseiCompressor · 3-Ton | 2 | 2 | 0 | Yes | Below minimum |
| CT‑1102 | Warehouse AContactor · 2-Pole | 48 | 6 | 42 | No | Available |
| FN‑2099 | Van 07 · M. DupontFan motor · 1/4 HP | 3 | 1 | 2 | No | Available |
| FL‑3301 | Warehouse ARefrigerant · R-410A 30lb | 14 | 0 | 14 | No | PO awaiting approval |
| BD‑7714 | Van 12 · K. OseiBlower assembly | 1 | 0 | 1 | Yes | Available |
From truck stock to purchase orders to reconciliation — here's what's live and what's still landing.
Every item's quantity is tracked per warehouse or per-technician van, split into on-hand, committed to open work orders, and available — so what a dispatcher sees as available is actually available, and a part that's already spoken for can't get promised twice.
An item like a compressor or a control board can be marked serialized — once set, that can't be undone — and then tracks each physical unit's serial number, bin, and status underneath the aggregate quantity. The decision to serialize is a real one, so it's a deliberate one.
A PO moves through draft, ordered, partially received, and received, with each line able to carry its own job or work-order link — so a single order can supply several jobs at once, each costed correctly. Partial receipts stay accurate line by line.
A purchase order over your shop's configured threshold routes automatically to Pending Approval instead of going straight to Ordered, and can't proceed until it's approved — enforced, not a reminder. The dollar threshold is the shop's, set once.
A dedicated reconciliation report checks purchasing against receipts, receipts against vendor bills, truck-stock drift, unallocated cost, and the job-cost and accounting-sync handoff — so a broken total surfaces with a source ID to investigate, not a guess. Seven checks, each traceable to a record.
When a PO is received, Thermal updates an item's cost basis by your shop's chosen method — manual only, latest receipt cost, or weighted average.
Import price-book items today from a CSV you obtain from your current provider — Thermal maps code, name, price, and category. Native live sync directly from a provider is on the roadmap. See the price-book import block.
Three boundaries that keep parts and purchasing honest.
Today's costing options on receipt are manual entry, latest-cost, or weighted average. Costing methods that feed job costing more precisely — FIFO and LIFO — are on the roadmap, not built. The numbers on this page never overstate what's live.
Per-unit serial tracking is live for the items that need it. A separate lot/batch-number construct for non-serialized consumables isn't a real capability yet — the schema tracks serials, not lots, and this page won't pretend otherwise.
You can import price-book items from a CSV today. A native live sync straight from your current provider is on the roadmap — until then, the import is the path, and the integrations page says what moves.
If a capability isn't on this page, assume it isn't built. We'd rather lose a deal on a missing feature than win one on a sentence that turns out to be aspirational.
Parts flow between the job, the truck, and the vendor — these are the records in that loop.
The ones that come up when truck stock is tracked in someone's notebook.
Every item's quantity is tracked per location — a warehouse or a van assigned to one technician — not as a single org-wide count, so a dispatcher can see exactly what's actually on a given truck versus in the shop. On-hand, committed and available are all shown for each location.
Yes — an item can be marked serialized (a decision that can't be undone later), and Thermal then tracks each physical unit's serial number, bin, and status underneath the item's aggregate quantity. Per-unit serial tracking is live; lot/batch-number tracking for non-serialized consumables is a separate, early-access capability that isn't in the product yet.
If your shop has an approval threshold configured, any PO over that dollar amount routes automatically to Pending Approval and can't move to Ordered until it's approved — this isn't a manual check, it's enforced by the workflow itself.
The materials reconciliation report checks seven separate totals — purchasing against receipts, receipts against vendor bills, truck-stock drift, unallocated cost, job cost, and the accounting handoff — each with a source ID to trace a discrepancy back to its record. A broken total names its own culprit.
Yes — Thermal imports price-book items from a CSV you export from your current provider today, mapping code, name, price, and category. A native live sync directly from a provider is on the roadmap, not built yet, so the CSV path is the one that works today.
Not yet — today's costing options on receipt are manual entry, latest-cost, or weighted average. Costing methods that feed job costing more precisely, like FIFO and LIFO, are on the roadmap, and the page states that rather than implying a deeper cost engine.
Bring the part a dispatcher promised that wasn't on the truck and watch committed vs. available catch it before the job, on the call.