Turn parts deliveries into work order invoices, without anyone logging in
ADAM reads the parts delivery notes a plant already receives and keeps a running stock figure from them. When a work order is done, a technician prepares the invoice from a phone, the owner approves it from an email, and ADAM draws the parts down, numbers the invoice and sends it on. Nobody signs into anything.
ChallengeSolution
- Parts delivery notes arrive as photos in a WhatsApp group
- Reads the delivery notes you already receive and keeps stock current
- Stock on paper drifts from stock on the shelf
- Checks every part line against stock before an invoice is issued
- Invoices go out for parts the plant does not have
- Approval stops if a line asks for more than the plant has
- A technician has to learn another system to raise an invoice
- A signed link on a phone. No account, no portal, no training
How ADAM connects the parts shelf to the final invoice
01Build inventory from incoming parts
Parts delivery notes arrive by email or as photos in a messaging group. ADAM extracts the parts and uses those records to maintain a live derived inventory keyed by supplier and part number.
02Pre-flight an approved work order against stock
Before an invoice is issued, ADAM checks every part line it could trace back to a delivery note against the stock on hand. If a line asks for more than the plant has, the approval stops and no invoice is issued.
03Prepare the invoice from a phone
A signed link opens a spreadsheet prefilled with current inventory and the services catalogue. The technician enters quantities and customer details, then confirms the draft by tapping a cell.
04Approve, number and complete the record
The owner approves the completed invoice inside the email. ADAM then draws the matched parts down from stock, allocates the invoice number, renders the PDF invoice and emails it to the office.
What a checked document looks like
- Bearing 20×47×14BRG-6204-2RSMatched.
- ×4
- CHF 68.40
- Shaft sealSEA-40×52×7Matched.
- ×2
- CHF 19.80
- Hydraulic oil H32HYD-H32-5LFlagged.Stock on hand 3 · approval stopped
- ×5
- CHF 142.50
- Service labour, 2.5 hLAB-SVCMatched.
- ×1
- CHF 237.50
The technician never opens an application
- No account to provision
- A technician taps a link on a phone. No login, no portal, nothing to learn before the first job.
- The link is the authority
- Possession of the signed link authorises the action, so nothing has to be set up ahead of the work.
- One engine, pointed at parts
- The same matcher that reconciles delivery notes against invoices, applied to what a job actually consumed.
Parts and invoicing FAQ
What does the stock pre-flight check verify before an invoice is issued?
It checks every part line ADAM could trace back to a specific delivery-note line against the stock on hand for that supplier and part number. If any line asks for more than is available the approval stops and no invoice is issued, so the check sits before issuance rather than after it.
How does a technician prepare an invoice without logging in?
The technician taps a signed link on a phone. It opens a spreadsheet already filled with current inventory and the services catalogue, where quantities and customer details can be entered before a confirm cell is tapped. There is no account or portal on that action page, and no plant management system for the plant to run or the technician to learn.
Who approves the completed plant invoice?
The owner receives the completed invoice inline in an email and approves it from that email. Only after that approval does ADAM draw the matched parts down from stock, allocate the invoice number, render the PDF and send it to the office.
When are part quantities removed from the derived inventory?
The stock pre-flight happens before issuance, but inventory is decremented only after the owner has approved the completed invoice. That keeps preparation, approval and the final stock movement in a defined order.
What arrives in the plant's 18:00 summary?
At 18:00, ADAM posts a PDF summary back to the plant's messaging group. It covers the day's inbound deliveries and the current stock position, giving the same group that supplies delivery-note photos an end-of-day view.
What happens to a part that ADAM cannot trace back to a delivery note?
It still appears on the invoice, but it is not drawn down from stock. ADAM only deducts parts it can trace to a specific delivery-note line, so a freehand or ambiguous entry is billed without moving the stock figure. The approval screen lists exactly which parts will be deducted, so the difference is visible before the invoice is issued.