Managing Suppliers and Vendor Records for an HVAC Business
Suppliers are the backbone of an HVAC and refrigeration business — but most owners track them in a scattered mess of texts, paper receipts, and memory. R-Pro gives you two powerful tools working as one: a field app that captures supplier receipts the moment you buy parts, and an office ERP that turns those captures into clean vendor records, price history, and purchase orders. Field and office, together, so a supplier you used this morning is already in your books by lunch.
Capture supplier details on site, the moment you buy
- Scan a parts receipt or a vendor business card with your phone — R-Pro reads the supplier name, contact, items, and totals and auto-fills the record so you never re-type it.
- Add a new supplier the second you discover one at the counter, instead of trying to remember the name on the drive back to the shop.
- Attach a voice memo to a supplier — 'cheaper compressors than usual, ask for Mike' — while it's fresh in your head.
- Works fully offline, so a remote job site with no signal still lets you log the purchase and the vendor right then and there.
- Tie a purchase to the customer and job you bought the parts for, so every receipt has a paper trail from supplier to site.
Organize vendors, prices, and purchase history in the office
- Keep a clean supplier directory — contacts, terms, and notes — instead of digging through old texts and crumpled receipts.
- See full purchase history per vendor so you know exactly what you bought, when, and at what price, and can spot when a supplier's prices creep up.
- Raise purchase orders and track them against what actually arrives, keeping your inventory counts honest.
- Feed supplier purchases straight into accounting — purchases, expenses, and net profit update without a second entry.
- Run reports to compare vendors and find where your money is really going, so you negotiate from real numbers, not gut feel.
One workflow from the parts counter to the books
- A receipt scanned in the field becomes a vendor record and a purchase entry in the office automatically — no double entry, no end-of-week catch-up.
- Field and office share the same supplier list, so the technician at the counter and the office both see the same up-to-date vendor details.
- Purchases flow into accounting as they happen, keeping your profit-per-job and supplier spend accurate in real time.
- Set your own country's tax — name it VAT, GST, or sales tax and set your rate — so supplier invoices and your books match local rules.
- Everything works in 10 languages under one subscription, with both tools kept in sync so your supplier data is never stuck in one place.
Run suppliers from the field and the office
R-Pro pairs an offline field app that scans supplier receipts on site with an office ERP that organizes every vendor, price, and purchase order. Two powerful tools, one subscription, one workflow — your supplier records always in sync.
Get R-Pro →FAQ
Is R-Pro a field app or an office program for managing suppliers?
Both — they're two equal tools used together. The field app scans supplier receipts and cards on site and works offline; the office ERP organizes vendor records, price history, and purchase orders. A supplier captured in the field shows up in the office automatically, so you manage vendors from wherever you are.
Can I track what I paid each supplier over time?
Yes. Every purchase you scan or enter is kept against that supplier, so you get full purchase history per vendor — items, dates, and prices. That makes it easy to compare suppliers and notice when prices drift upward before it eats your margin.
Will supplier purchases update my accounting automatically?
Yes. Purchases feed straight into the office ERP's accounting, so purchases, expenses, and net profit update without a second entry. You don't re-key anything from the field into the books.
Can I set my own country's tax on supplier invoices?
Yes. You set your own tax name and rate — VAT, GST, or sales tax — so your purchase records, invoices, and accounting all follow your country's rules instead of a fixed default.