Managing Suppliers and Purchase Orders Without the Headache (HVAC & Refrigeration)
If you buy compressors, refrigerant, fittings, and controls from a dozen suppliers, the costs leak everywhere — crumpled receipts in the van, a part ordered twice, a wholesaler invoice you forgot to record. R-Pro pairs a field app and an office ERP so every purchase is captured the moment it happens and lands in your books without re-typing a thing.
Capture every purchase in the field — before the receipt gets lost
- Scan a supplier receipt with your phone camera and R-Pro auto-fills the supplier name, line items, and total — no manual keying at the parts counter.
- First-time supplier? The scan can create the supplier record AND log the first transaction in one step, so a new wholesaler is on file instantly.
- Issue receipts to your own customer on site, so what you spent and what you charged are both recorded at the same job.
- Add a quick voice memo ("picked up two TXV valves, back-ordered the condenser fan") tied to the customer and visit, so nothing is forgotten by the time you reach the office.
- Works fully offline — buy parts in a basement plant room or rural site, and it all syncs when you have signal again.
Run suppliers and purchase orders from the office ERP
- Keep a full supplier list with contact details, and open each supplier's ledger to see every transaction, what you've paid, and the running balance owed.
- Create purchase orders for parts and materials, then record the matching supplier invoice and payment so orders never sit in limbo.
- Record purchases as a distinct accounting category — separate from general expenses — so cost of goods is clear, not blended into overhead.
- Track inventory alongside purchasing, so a part you ordered shows up in stock instead of being bought twice.
- Set invoices and tax invoices to YOUR country's own tax name and rate, so supplier and customer paperwork match local rules — across 10 languages.
Buying flows straight into your books — no double entry
- A receipt scanned in the field becomes a supplier transaction in the ERP automatically — the same data, entered once.
- Purchases feed accounting directly, so net profit = sales − (expenses + purchases) is always current, not a month-end guess.
- Each supplier's balance updates as orders, invoices, and payments post, so you always know who you owe and how much.
- Field work and office books share one subscription and one dataset — the technician's purchase and the owner's report are the same record.
- Because there's no re-typing between van and desk, supplier costs stop slipping through the cracks at the busiest times of the season.
One subscription. The field app and the office ERP, working as one.
R-Pro is two strong tools used together: a FIELD APP that scans receipts and nameplates, diagnoses faults from 600+ real cases, records voice memos and per-customer history, and issues receipts on site — fully offline; plus an OFFICE ERP for quotes, invoices and tax invoices, accounting, inventory, suppliers, purchase orders, the customer ledger, and reports. What you buy in the field flows into the books automatically — no double entry. Try R-Pro and keep your purchasing organized from the parts counter to the profit line.
Get R-Pro →FAQ
Can R-Pro really read a parts-store receipt and fill in the details?
Yes. Photograph the receipt with your phone and R-Pro extracts the supplier name, the line items, and the total, then drops them into a transaction you can review and edit before saving. For a supplier you've never used, the same scan can create the supplier record and log that first purchase together.
How are purchases kept separate from regular expenses?
The office ERP treats purchases (parts and materials you buy to resell or install) as their own accounting category, distinct from general expenses like fuel or tools. That keeps your cost of goods visible and your net profit accurate, since profit is calculated as sales minus expenses and purchases combined.
Do I have to enter a purchase twice — once in the field and once in the office?
No. That's the whole point of pairing the two tools. A receipt scanned or a purchase logged on site becomes a supplier transaction in the ERP automatically. The field app and office ERP share one dataset, so it's entered once and appears in your supplier ledger, inventory, and reports.
Will the supplier invoices match the tax rules in my country?
Yes. You set your own country's tax name and rate, and R-Pro applies it to invoices and tax invoices. The interface and documents are available in 10 languages, so both your supplier-side and customer-side paperwork fit local requirements.