Tracking consumables
How to account for color, gel or chemicals on every appointment and know the real cost of a service
Tracking consumables is three parts working together: a product list in the warehouse, a techmap with a standard quantity per service, and automatic write-off the moment an appointment is saved. With all three in place the stock level drops on its own, and you see the real cost of every service instead of an estimate.
Why it matters
Until materials are tied to services, the company has no answer to three questions:
- what one service actually costs, color, gel or chemicals included
- whether a specialist stays within the standard quantity or uses more than the rest
- when to order the next delivery so the work does not stop
A handwritten write-off log answers those a month late. Automatic write-off answers them at the moment of the appointment.
What the setup consists of
| Part | Where it is configured | What it gives you |
|---|---|---|
| Warehouses | WAREHOUSE section, WAREHOUSES tab | Separate accounting per branch or per type of stock |
| Product list | WAREHOUSE section, PRODUCTS tab | Items with units of measure and cost |
| Opening balance | Warehouse documents, INVENTORY type | The starting point of the accounting, on a given date |
| Techmap | Services section, techmap tab | Standard quantity consumed by one service |
| Balance control | Balance control section | A rule that highlights items running low |
Four steps to set it up
1 Create the warehouses
In the WAREHOUSE section, WAREHOUSES tab, create a dedicated warehouse for consumables. Keep goods for resale separate: they move differently and carry a different cost.
2 Import the product list
In the PRODUCTS tab create the items, or pull an existing list in through the SYNCHRONIZATION option in .xlsx format. Set the units of measure you actually write off in straight away: grams, millilitres, pieces. If color arrives in 60 ml tubes but is written off in grams, settle that now rather than after the first stock count.
3 Enter the opening balance
In the WAREHOUSE DOCUMENTS tab create a document of type INVENTORY with status Committed on the date you need, and enter the actual quantity and cost of every item.
4 Describe the techmaps
Create a techmap for the process, set the standard quantity of each product, and link it to the service. From then on every saved appointment with that service reduces the stock by itself.
How much to write off: the manufacturer's figure or your own
The manufacturer's figure is a starting point, not a fact. Real consumption depends on hair length, the area treated, the state of the car and the habits of the individual specialist, so the same service consumes different amounts inside a single salon.
The working order is:
- Start with the manufacturer's figure as the initial value in the techmap.
- Run a stock count after a month of work.
- Compare actual consumption against what the system wrote off.
- Correct the quantity in the techmap to match reality.
A techmap does not prevent you from changing the list of materials on an individual appointment. If one visit used more, correct it in that appointment's Consumables tab. Those deviations are exactly what shows you where the standard quantity is set wrong.
How to calculate the cost of a service
Once the techmaps are working, cost is assembled from three parts:
| Part | Where it comes from |
|---|---|
| Materials | The techmap, valued at the latest purchase cost |
| Labor | The salary rule for that service |
| Fixed costs | Rent, utilities and licenses, spread across the number of appointments |
The first two are calculated automatically. The third stays a management decision: the system is concerned with the margin on a service, not with a full accounting statement.
When to order the next delivery
Instead of watching the total stock figure, create a rule in the Balance control section. It highlights items in the status you care about, for example those running low. The status is visible both in the rules tab and on the product itself.
Common questions
Can I track stock without techmaps?
Yes, but write-off will be manual, through warehouse documents. Bills exist precisely so that stock drops automatically at the moment of the appointment.
What if one product is used across several services?
Nothing special is required: the same product can appear in any number of techmaps with a different quantity. One techmap can also hold several products.
How does this work with several branches?
Create a separate warehouse for each branch. The product list is shared, the balances and documents are not.
Does material tracking affect a specialist's pay?
No, these are separate mechanisms. But overuse by an individual specialist shows up in the deviation between the standard quantity and the actual one.