How do service providers track consumables per site without running warehouse management?
Cleaning agents, gloves, light bulbs: every site holds supplies, and nobody reliably knows how much. LiteLog tracks stock per site — not as a maintained number, but as a journal: every refill, withdrawal and correction is an entry, and the stock level is the sum since the most recent count.
- ✓Stock is calculated, not maintained: Every movement is a journal entry — every figure can be traced back to its bookings.
- ✓One article master, stock per site: Name, unit, category and purchase price are maintained centrally; stock is kept at the individual site.
- ✓Optional per site: You enable the module only where it is needed — for cleaning and caretaker sites it is switched on by default at creation.
- ✓No purchasing: No suppliers, no purchase orders, no multi-warehouse — LiteLog keeps stock and proof, not procurement.
Traffic-light status and minimum stock: resupply before something runs out
Normally the early shift discovers that the cleaning agent is empty — LiteLog notices earlier. Per article and site you set a minimum stock and a target quantity; the traffic-light status makes the situation visible at a glance, and crossing the threshold triggers an automatic notification.
- ✓Traffic light per article: Enough, low, empty — and "count needed" when the calculated stock turns negative.
- ✓One alert per shortfall: When stock falls below the minimum, LiteLog notifies automatically — without repeating on every further withdrawal.
- ✓Also a workflow trigger: "Material below minimum stock" is available in automation — for your own recipients and escalations.
- ✓Target quantity for refills: Requests propose the difference between target quantity and current stock.
Record consumption where it happens: on task completion
Stock keeping rarely fails in the portal — it fails because nobody on site has time for forms. That is why capture is attached to a step that exists anyway: completing the task in the LiteLog app.
- ✓Pre-filled instead of typed: The task's expected material pre-fills the material step — one tap confirms, only deviations are edited.
- ✓Offline-capable: Bookings work in basements without reception; syncing happens automatically once a connection returns.
- ✓A clean journal on the side: Every confirmed completion becomes a booking — the consumption proof builds up during daily work.
Equipment issued to people: signature and receipt
Workwear, keys, radios: items issued to people need different proof than consumables. LiteLog keeps an equipment account per person — with a signature on issue and a receipt that ends the discussion when in doubt.
- ✓Three article types: consumables, equipment by quantity (such as workwear) and serialized items — radios, machines, keys.
- ✓Issue with signature: The person signs on screen, and the issue receipt is created as a PDF.
- ✓Items uniquely identified: serial number, NFC chip or QR label per item; status available, issued, lost, retired.
- ✓Return, loss, handover: Even the shift handover from person to person is booked — in the portal or via device scan in the app, offline-capable.
Requests with approval: resupply on an orderly path
"Bring bin liners next time" — shouted requests get lost. In LiteLog a material request is a case with a status: requested, approved or rejected, fulfilled. Everyone involved knows where things stand.
- ✓Three paths, one procedure: Staff request in the app (offline too), the back office at the site, your client via the customer-portal module Material — enabled as its own building block.
- ✓Approval by management roles: Approve, reject (optionally with a reason) or fulfil — fulfilling books the refill straight into the journal.
- ✓Status instead of shouting: Requesters track the status themselves and withdraw open requests.
- ✓Automatically informed: Triggers for received and decided requests are available in workflow automation.
Consumption proof and re-billing
In the end what counts is what you can prove: to the client, to accounting and for your own calculation. The material consumption report delivers additions, withdrawals and costs per site and period — and via LiteBill the consumption becomes an invoice draft.
- ✓Material consumption report: Additions, withdrawals, costs and last count per site and period — as CSV or PDF, optionally delivered automatically on a schedule.
- ✓Prices locked in: Every booking carries the price at booking time — later price changes never distort past evaluations.
- ✓Re-billing via LiteBill: LiteLog aggregates linked articles per customer and period into an invoice draft with positions at the sales price.
Stock, issue and requests — the most common questions about the material module
Frequently asked questions about supplies & equipment (FAQ)
What is the LiteLog material module?
An optional module that tracks consumables and equipment per site. Stock is derived from journal entries and the most recent count — so every figure is provable. It adds a traffic-light status per article, minimum-stock alerts, issuing items to people with a signature, material requests with approval, and a consumption report.
How does the stock stay correct without constant counting?
Stock is not maintained as a number but calculated: every refill, withdrawal and correction is a journal entry, and the stock level is the sum since the most recent count. If things drift apart, the "count needed" status flags it — one count later, the chain adds up again.
How do I find out that supplies are running low?
Per article and site you set a minimum stock. A traffic-light status always shows enough, low or empty; when stock falls below the threshold, LiteLog notifies automatically — once per shortfall, not as a constant stream. The trigger is also available in workflow automation, for example for your own recipients or escalations.
Can staff and clients request material?
Yes. Staff request in the LiteLog app — offline too —, the back office directly at the site, and your client via the customer-portal module Material, which you enable as its own building block. Approval sits with management roles: approve, reject or fulfil. Fulfilling books the refill straight into the journal, and requesters track the status themselves.
Does the material module replace my purchasing?
No, deliberately not. There are no suppliers, no purchase orders and no multi-warehouse in LiteLog. The module keeps stock and proof and tells you, in an orderly way, what a site needs — ordering continues on your usual path.
Can I re-bill material consumption to my customers?
Yes. You link material articles to your LiteBill articles; LiteLog then aggregates the consumption of a period across the customer's sites and creates an invoice draft with positions at the sales price. This requires the LiteBill invoicing package.
Do I have to use the module for all sites?
No. Material is an opt-in module and is enabled per site. For cleaning and caretaker sites it is switched on by default at creation; everywhere else nothing changes until you activate it.