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Configuring Materials for Accurate Tracking

Platform: Both (Web Application and Mobile App) 
User Type: Org Admin / Admin 
Difficulty: Beginner 
Estimated Time: 15 minutes 
Last Updated: September 2025

Quick Summary

Set up your materials inventory in Dayworkbook with appropriate measurement units and pricing for accurate daywork documentation and client billing. Learn to configure supplies, consumables, and materials with industry-standard units for professional project tracking.

What You'll Learn

  • Add materials with appropriate measurement units for your industry
  • Configure material rates for accurate cost calculations and billing
  • Understand the wide range of unit options available for different material types
  • Organise materials inventory for efficient daywork sheet creation
  • Track material consumption patterns across projects
  • Handle material waste, delivery, and storage considerations in documentation

Before You Start

Prerequisites:

  • Dayworkbook account with Admin permissions  (Admin + Billing permissions required for rates)
  • Understanding of materials commonly used in your construction projects
  • Knowledge of current material costs and supplier pricing

You'll Need:

  • List of materials, supplies, and consumables used on projects
  • Current material costs per unit from your suppliers
  • Understanding of appropriate measurement units for each material type
  • Knowledge of how materials are typically quoted and purchased

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 joining materials
  • Safety and protection materials

Temporary Materials:

  • Formwork and scaffolding materials
  • Protective sheeting and barriers
  • Temporary installations and supports

🎯 Key Point: Include any materials that clients should be charged for or that need tracking for project cost analysis

Understanding Unit Options

Dayworkbook provides extensive unit options to align with industry standards and best practice:

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 item count

  • Piece (pce): Individual components or elements of a product

  • Set (set): Group of related items sold or used together

  • Pair (pr): Two items usually meant to be used together (e.g. gloves, clamps)


Length-Based Units

  • Linear Metre (Lm): Length measurement used for timber, piping, cabling, etc.

  • Centimeter (cm): Smaller scale length unit for short components

  • Millimeter (mm): Precision length unit for fine measurements

  • Length (length): General purpose linear measurement unit

Area-Based Units

  • Square Meters (m2): Surface area measurement used 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 tools, small bags of materials

  • Gram (g): Lightweight items like fasteners or adhesives

  • Tonne (t): Heavy-duty measurement for bulk delivery of material

Packaging Units

  • Box (box): Pre-packed unit containing multiple items

  • Bag (bag): Loose materials like cement, grout, or sand

  • Roll (roll): Rolled materials such as mesh, membranes, insulation

  • Sheet (sheet): Flat materials like plywood, steel plates, plasterboard

  • Tube (tube): Cylindrical packaging, typically for sealants or adhesives

💡 Pro Tip: Choose units that match how you purchase materials and how clients expect to see them documented

Step-by-Step Instructions

Step 1: Access Materials Configuration

1. Navigate to Directory from the main menu

2. Select the Materials tab

3. Review your current materials list (empty if starting fresh)

4. Click "+ New" to add your first material

     

📱 Mobile Note: Materials can be added from mobile, but rates are only configurable via web application

Step 2: Add Your First Material

Complete the material details form:

1. Name: Enter clear, descriptive material name
  • Use standard industry terminology
  • Include specifications (grade, size, type)
  • Examples: "Flooring Glue", "Form Ply 17mm", "Gutter PVC 90mm"

2. Rate: Set cost per unit (web only)

  • Enter your current supplier cost plus markup
  • Consider delivery and handling costs
  • Include waste allowance if appropriate

3. Click "Update" to save the material

      

 

⚠️ Watch Out: Material names and units appear on client daywork sheets, so ensure professional presentation

Step 3: Configure Common Construction Materials

Timber and Structural Materials:

Material Name          Unit    Example Usage

Treated Pine 90x45     L/M     Framing timber by linear metre

Plywood 17mm Marine    sheets  Sheet goods by individual sheets

Steel Reinforcement    kg      Rebar by weight

Concrete 25MPa         M3      Ready-mix concrete by volume

Finishing Materials:

Material Name          Unit    Example Usage

Ceramic Tiles 300x300  M2      Tiling by coverage area

Paint Exterior Acrylic L       Paint by volume

Carpet Commercial      M2      Flooring by coverage area

Screws Batten 75mm     kg      Fasteners by weight

Services Materials:

Material Name          Unit    Example Usage

Copper Pipe 15mm       L/M     Plumbing by pipe length

Cable 2.5mm Twin       L/M     Electrical by cable length

PVC Pipe 90mm          L/M     Drainage by pipe length

Fittings Elbow 90mm    pcs     Individual fittings

🎯 Key Point: Consistency in naming and units improves both efficiency and professional appearance

Step 4: Handle Material 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 clients
  • Reduced queries about material specifications
  • Professional documentation standards
  • Easier material ordering and verification

Step 5: Set Up Material Rate Structure

Configure pricing for accurate billing:

Cost Components to Consider:

  • Base Material Cost: Supplier pricing
  • Delivery Charges: Transport and handling
  • Waste Allowance: Typical construction waste (5-15%)
  • 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
  • Account for price fluctuations in volatile markets
  • Set competitive but profitable margins

💡 Pro Tip 1: Review and update material rates regularly to maintain accurate billing and profitability

💡 Pro Tip 2: Stuck on rates? Use Dayworkbook’s daywork rate calculator to accurately calculate your charge out rates

Step 6: Organise Materials for Efficient Selection

Structure your materials list for easy 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 material type for logical grouping
  • Include key specifications in consistent format
  • Avoid internal codes or abbreviations
  • Use terminology clients will recognise

Step 7: Import/Export Materials Data

For bulk management:

1. Download Template: Get the correct Excel format for imports

2. Prepare Data: Organise materials in the template format

3. Import Materials: Upload your complete materials list

4. Export Backup: Download current data for backup or sharing

5. Validation: Review imported materials for accuracy

Template Structure:

  • Material Name (clear description)
  • Unit (from approved list)
  • Rate (cost per unit)
  • Any additional specifications

⚠️ Watch Out: Import requires exact format matching - always use the provided template

Step 8: Use Materials in Daywork Sheets

When documenting material usage:

1. Select Materials: Choose from configured materials list

2. Enter Quantity: Amount used in appropriate units

3. Verify Units: Ensure quantities match the configured unit type

       

Documentation Tips:

  • Record actual quantities used, not ordered
  • Note any waste or damage if significant
  • Include delivery information if relevant
  • Specify location within project if important

🎯 Key Point: Accurate material tracking supports cost control and transparent client billing

Understanding the Results

After configuring your Materials resources, you should have:

  • Comprehensive materials inventory with industry-standard descriptions and units
  • Appropriate measurement units matching how materials are purchased and used
  • Current pricing structure for accurate cost calculations and billing
  • Organised materials list enabling efficient daywork sheet creation
  • Professional documentation that clients can easily understand and verify

Your materials setup now supports detailed project cost tracking and transparent client communication.

Troubleshooting Common Issues

Problem: Can't find appropriate unit for a specific material 
Cause: Unusual material type or unfamiliarity with available unit options 
Solution: Review the complete unit dropdown list - Dayworkbook includes extensive options. Contact support if a required unit is genuinely missing.

Problem: Materials not appearing in daywork sheet creation 
Cause: Materials not saved properly or browser cache issues 
Solution: Verify materials are listed in Directory > Materials. Refresh browser/app if recently added materials don't appear in selection lists.

Problem: Material rates showing as zero or incorrect 
Cause: Rates only configurable via web application or data entry errors 
Solution: Access web version to set up all material rates. Mobile app displays rates but cannot edit them.

Problem: Client questioning material quantities or specifications 
Cause: Unclear material descriptions or quantities not matching purchase orders 
Solution: Improve material naming with clear specifications. Ensure quantities recorded match actual usage, not deliveries or orders.

Problem: Too many similar materials making selection difficult 
Cause: Duplicated entries or overly detailed material breakdown 
Solution: Consolidate similar materials where appropriate. Use consistent naming conventions to group related materials together.

Problem: Import function failing or producing errors 
Cause: File format issues or data validation problems 
Solution: Use only the provided import template. Ensure all data follows 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

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