---
title: Configuring Materials for Accurate Tracking
description: "Platform: Both | User: Org Admin/Admin | Difficulty: Beginner | Time: 10 min\nSupply management, quantity tracking, and material cost documentation."
---
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2 October 2026
# Configuring Materials for Accurate Tracking
**Platform:** Both (Web Application and Mobile App)
**User Type:** Org Admin / Admin + Billing / Admin (rates: Org Admin / Admin + Billing only)
**Difficulty:** Beginner
**Estimated Time:** 15 minutes
**Last Updated:** October 2026
---
### **Quick Summary**
Set up the materials you use in your Dayworkbook Directory, with the right measurement units and rates, so your daywork sheets are accurate and your Billing Reports calculate costs automatically. Learn how to add supplies, consumables and other materials with industry-standard units and clear names.
### **What You'll Learn**
- How to add materials with appropriate measurement units for your industry
- How to set material rates for accurate cost calculations and billing
- How to choose the right unit for different material types
- How to name and organise your materials list for fast daywork sheet creation
- How to import and export materials in bulk
- How materials appear when creating daywork sheets
### **Before You Start**
**Prerequisites:**
- An **Org Admin**, **Admin + Billing** or **Admin** role to manage the Directory.
- An **Org Admin** or **Admin + Billing** role to view and set material rates. Admin users can manage materials but can't view costs or financial data.
- Access to the Web App to set rates. The Mobile App lets you add materials with a name and unit only.
**You'll Need**:
- A list of the materials, supplies and consumables you use on projects
- Current material costs per unit from your suppliers
- An understanding of how each material is purchased and measured
### **Understanding Materials in Construction Daywork**
#### **Material Categories**
**Building Supplies:**
- Structural materials (timber, steel, concrete products)
- Finishing materials (tiles, flooring, paint, hardware)
- Electrical and plumbing supplies
**Consumables:**
- Adhesives, sealants and chemical products
- Fasteners, screws and fixings
- Safety and protection materials
**Temporary Materials:**
- Formwork and scaffolding materials
- Protective sheeting and barriers
- Temporary installations and supports
π― **Key Point:** Include any materials your client should be charged for, or that you need to track for project cost analysis.
### **Understanding Unit Options**
Dayworkbook provides a wide range of units to match industry standards. Units appear in the dropdown with their abbreviation, for example **Each (ea)**.
**Count-Based Units**
- **Each (ea):** Individual units, commonly used for general items
- **Item (item):** A single distinct unit of a product or material
- **Number (nr):** Used for tallying or referencing an item count
- **Piece (pce):** Individual components or elements of a product
- **Set (set):** A group of related items sold or used together
- **Pair (pr):** Two items usually used together (e.g. gloves, clamps)
**Length-Based Units**
- **Linear Metre (Lm):** Length measurement for timber, piping, cabling, etc.
- **Centimetre (cm):** Smaller-scale length unit for short components
- **Millimetre (mm):** Precision length unit for fine measurements
- **Length (length):** General-purpose linear measurement unit
**Area-Based Units**
- **Square Metres (m2):** Surface area for flooring, painting, cladding, etc.
**Volume-Based Units**
- **Cubic Metres (m3):** Bulk volume for materials like concrete, fill and aggregate
- **Litre (L):** Liquid measurement for chemicals, paints and adhesives
**Weight-Based Units**
- **Kilogram (kg):** Standard weight measure for small bags of materials
- **Gram (g):** Lightweight items like fasteners or adhesives
- **Tonne (t):** Bulk deliveries of heavy materials
**Packaging Units**
- **Box (box):** A pre-packed unit containing multiple items
- **Bag (bag):** Loose materials like cement, grout or sand
- **Roll (roll):** Rolled materials such as mesh, membranes and insulation
- **Sheet (sheet):** Flat materials like plywood, steel plate and plasterboard
- **Tube (tube):** Cylindrical packaging, typically for sealants or adhesives
π‘ **Pro Tip:** Choose units that match how you purchase materials and how your clients expect to see them on daywork sheets.
### **Step-by-Step Instructions**
#### **Step 1: Access Materials Configuration**
**Web App:**
1. Click the **Directory** icon in the top navigation bar.
2. Select the **Materials** tab.
3. Review your current materials list, showing each material's **Name**, **Unit** and **Rate**. The list is empty if you're starting fresh.
4. Click **+ New** to add a material.
**Mobile App:**
1. Tap **Directory** in the bottom navigation bar.
2. Tap the **Materials** tab.
3. Tap **+ New** to add a material.
π± **Mobile Note:** You can add materials in the Mobile App, but rates can only be set in the Web App.
#### **Step 2: Add Your First Material**
**Web App:**
In the **Add New Material** window:
1. **Material Name** (required): Enter a clear, descriptive name.
- Use standard industry terminology
- Include specifications (grade, size, type)
- Examples: "Flooring Glue", "Form Ply 17mm", "Gutter PVC 90mm"
2. **Unit** (required): Select the unit the material is measured in.
3. **Rate**: Enter the cost per unit.
- Use your supplier cost plus your markup
- Consider delivery and handling costs
- Include a waste allowance if appropriate
- Enter rates excluding tax (GST, VAT, etc.)
4. Click **Add Material** to save.
**Mobile App:**
In the **Materials** window:
1. **Name:** Enter a clear, descriptive name.
2. **Unit** (required): Select the unit, e.g. **Each (ea)**.
3. Tap **Save**.
Β
β οΈ **Watch Out:** Material names and units appear on your client's daywork sheets and Billing Reports, so make sure they look professional.
β οΈ **Watch Out:** Materials without a rate show as **A$0.00** and will calculate as $0 in Billing Reports. Add a rate in the Web App before billing.
#### **Step 3: Edit an Existing Material**
**Web App:** Click the **β’β’β’** menu at the end of the material's row.
**Mobile App:** Tap the material in the list.
**π― Key Point**: Consistency in naming and units improves both efficiency and professional appearance
#### **Step 4: Configure Common Construction Materials**
Use these examples as a starting point.
**Timber and Structural Materials:**
- **Treated Pine 90x45** β Linear Metre (Lm) β Framing timber by length
- **Plywood 17mm Marine** β Sheet (sheet) β Sheet goods by individual sheet
- **Steel Reinforcement** β Kilogram (kg) β Rebar by weight
- **Concrete 25MPa** β Cubic Metres (m3) β Ready-mix concrete by volume
**Finishing Materials:**
- **Ceramic Tiles 300x300** β Square Metres (m2) β Tiling by coverage area
- **Paint Exterior Acrylic** β Litre (L) β Paint by volume
- **Carpet Commercial** β Square Metres (m2) β Flooring by coverage area
- **Screws Batten 75mm** β Box (box) β Fasteners by pack
**Services Materials:**
- **Copper Pipe 15mm** β Linear Metre (Lm) β Plumbing by pipe length
- **Cable 2.5mm Twin** β Linear Metre (Lm) β Electrical by cable length
- **PVC Pipe 90mm** β Linear Metre (Lm) β Drainage by pipe length
- **Fittings Elbow 90mm** β Piece (pce) β Individual fittings
π― **Key Point:** Consistent naming and units make materials faster to find and look more professional to your client.
#### **Step 5: Include Specifications and Grades**
Include important specifications in material names:
**Specification Examples:**
- **Grade Information:** "Concrete 25MPa", "Steel Grade 350"
- **Size Details:** "Timber 90x45mm", "Pipe 100mm Diameter"
- **Type Variations:** "Paint Water-Based", "Adhesive Structural"
- **Standard References:** "Plywood AS/NZS 2269", "Steel AS 3600"
**Benefits:**
- Clear material identification for your client
- Fewer queries about material specifications
- Professional documentation
- Easier material ordering and checking
#### **Step 6: Set Up Your Material Rates**
Rates are set in the Web App by Org Admin and Admin + Billing users, and are used to calculate costs automatically in Billing Reports.
**Cost Components to Consider:**
- **Base Material Cost:** Supplier pricing
- **Delivery Charges:** Transport and handling
- **Waste Allowance:** Typical construction waste (5β15%)
- **Storage Costs:** Site storage and protection
- **Markup:** Profit margin and overhead
**Rate Setting Strategy:**
- Research current market pricing
- Include all associated costs
- Consider volume discounts from suppliers
- Allow for price changes in volatile markets
- Set competitive but profitable margins
π― **Key Point:** Directory rates are your defaults. You can set different rates for a particular job using **Set Job-Specific Rates** on the job page, or change a rate for a single Billing Report without changing your Directory.
π‘ **Pro Tip 1:** Review and update material rates regularly to keep your billing accurate and profitable.
π‘ **Pro Tip 2:** Stuck on rates? Use Dayworkbook's daywork rate calculator to work out your charge-out rates.
π‘ **Pro Tip 3:** Use **Download Schedule of Rates** at the top of the Directory to download your rates.Β
#### **Step 7: Organise Materials for Efficient Selection**
Structure your materials list so it's easy to use.
**Organisation Methods:**
- **Alphabetical:** Simple browsing for small lists
- **Trade-Based:** Group by electrical, plumbing, structural
- **Function-Based:** Group by finishing, structural, temporary
- **Project-Phase:** Group by foundation, framing, finishing
**Naming Best Practices:**
- Start with the material type so related items group together
- Include key specifications in a consistent format
- Avoid internal codes or abbreviations
- Use terminology your clients will recognise
π‘ **Pro Tip:** Use the **Search materials** bar to find items quickly in a long list.
#### **Step 8: Import and Export Materials**
For bulk management in the Web App:
1. **Download Template:** Click **Download Import Template File** to get the correct Excel format.
2. **Prepare Data:** Add your materials to the template.
3. **Import Materials:** Click **Import XLS** and upload your completed file.
4. **Check the Import:** Review the imported materials for accuracy.
5. **Export a Backup:** Click **Export** to download your current materials list.
**Template Structure:**
- Material Name (clear description)
- Unit (from the available unit list)
- Rate (cost per unit, excluding tax)
β οΈ **Watch Out:** Imports need to match the template format exactly, so always use the provided template.
#### **Step 9: Use Materials in Daywork Sheets**
When recording materials on a daywork sheet:
**Web App:**
1. On the **Materials** step of **Create Sheet**, open **Select Materials**.
2. Search for and select the materials used. Each material shows with its unit, e.g. "Framing Timber (Linear Metre)".
3. If a material isn't listed, click **+ Add Material**.
4. Enter the quantity used, then click **Next**. Click **Skip** if no materials were used.
**Mobile App:**
1. On the **Materials** step, tap **Search Materials** and select the materials used.
2. Enter the **Qty** for each material. The **Unit** is shown beside it.
3. Tap **Next**.
**Documentation Tips:**
- Record the actual quantities used, not the quantities ordered
- Note any significant waste or damage in the works description
- Include delivery information if relevant
- Specify the location within the project if important
π― **Key Point:** Accurate material records support cost control and transparent client billing.
### **Understanding the Results**
After configuring your materials, you should have:
- A materials list with clear, industry-standard names and units
- Units that match how materials are purchased and used
- Rates set for accurate cost calculations in Billing Reports
- An organised list that makes daywork sheet creation fast
- Professional documentation your clients can easily understand and check
### **Troubleshooting Common Issues**
**Problem:** Can't find the right unit for a material
**Cause:** An unusual material type, or unfamiliarity with the available units.
**Solution:** Review the full Unit dropdown list. Contact support if a unit you need is genuinely missing.
**Problem:** Materials not appearing when creating a daywork sheet
**Cause:** The material wasn't saved, or the list hasn't refreshed.
**Solution:** Check the material is listed in **Directory \> Materials**. Refresh your browser or app if a recently added material doesn't appear.
**Problem:** Material rate showing as A$0.00
**Cause:** No rate has been entered, or the material was added in the Mobile App, where rates can't be set.
**Solution:** Open **Directory \> Materials** in the Web App and add the rate. You'll need the Org Admin or Admin + Billing role.
**Problem:** Can't see or edit material rates
**Cause:** Your role is Admin, Standard or Read Only. Only Org Admin and Admin + Billing users can view and configure rates.
**Solution:** Ask your Org Admin to set the rate, or to review your role in **Settings \> Team & Access**.
**Problem:** Client questioning material quantities or specifications
**Cause:** Unclear material names, or quantities that don't match purchase orders.
**Solution:** Improve material names with clear specifications. Make sure quantities recorded match actual usage, not deliveries or orders.
**Problem:** Too many similar materials, making selection difficult
**Cause:** Duplicate entries or an overly detailed material breakdown.
**Solution:** Consolidate similar materials where appropriate, and use consistent naming so related items group together.
**Problem:** Import failing or producing errors
**Cause:** File format issues or data validation problems.
**Solution:** Use only the file from **Download Import Template File**. Make sure all data follows the required format, and check for special characters or formatting issues.
### **What's Next?**
With your Materials configured, your next steps are:
1. **Set up Rate Items** - Configure composite work measurements to complete your Directory
2. **Train field teams** - Ensure accurate material quantity recording and usage documentation
3. **Monitor material costs** - Track material consumption patterns and cost trends
4. **Supplier integration** - Consider how material tracking aligns with supplier ordering and delivery
### **Related Articles**
- **[Understanding Simple vs Advanced Labour Tracking](https://help.dayworkbook.com/understanding-simple-vs-advanced-labour-tracking?hsLang=en-au)**
- **[Setting Up Rate Items for Composite Work](https://help.dayworkbook.com/setting-up-rate-items-for-composite-work?hsLang=en-au)**
- **[Creating Daywork Sheets with Multiple Resource Types](https://help.dayworkbook.com/creating-a-daywork-sheet?hsLang=en-au)**
### **Still Need Help?**
If this article didn't solve your issue:
- Check **[Setting Up Your Directory](https://help.dayworkbook.com/setting-up-your-directory?hsLang=en-au)**Β for general resource configuration guidance
- Review **[Creating a Daywork Sheet](https://help.dayworkbook.com/creating-a-daywork-sheet?hsLang=en-au)**Β to see how labour tracking appears in practice
- **[Contact support via website](https://dayworkbook.com/contact/)**or in-app chat
- Contact us via **[https://dayworkbook.com/contact/](https://dayworkbook.com/contact/)**
- [Platform Introduction](https://help.dayworkbook.com/platform-introduction?hsLang=en-au)
- [Getting Started](https://help.dayworkbook.com/getting-started?hsLang=en-au)
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