Supplies Control

Wensdy

does anyone have an organized method of charging supplies that subcontractors charge?

example: I am starting a new project, and my subcontractors go to the site and do their work. they might need to get additional supplies, so they are allowed to go to Sherwin Williams to charge. the painter will get 32 gallons of paint for one project and additional 10 for another project. I need to control how much is getting charged and for what project. my bills from Sherwin are pretty high

do most of you use PO's, or stock your own supplies? how do you organize supples for each project?

taper71

If you are paying for the supplies then I would make them come to you with their material list for what they need. Phone the material list in your self that way they can only pick up what is needed and not extra for their side jobs. I would not give them a po # unless you can trust them. Even if you take the material cost off their check it does not matter. If they can't afford to pay for their own material before they start a job then they cannot be trusted enough to give po numbers too.

Mud Master

Change orders.

If they supply materials they need to come to you when things are getting low, you then need to hand them a change order, have them fill it out and hand it to you, along with a copy of the reciept. So when the final bill comes in you can compare the original price to the change order sheet(s).

If you supply it than they should not be going and getting supplies. If you estimate wrong and they are getting low on material you need to run and make sure they have enough. If for some odd reason you need to have them run and get the materials, same thing..change order and reciept.

I supply everything for my jobs, but in a case where I need an employee to run out and pick something up from somewhere other than the shop, they staple the reciept to the time sheet for that day. Even if they go to the shop, they still mark down what and how much.

Having a detailed list of everything that comes in and goes out is always the best way to go.

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clogman1

must be nice to work on a daily basis! When your in the REAL world, things change. Do you answer EVERY phone call TOO? I am # 2 in this company and we are CONSTANTLY changing things! wish we could look at every one. We go through EVERY reciept from the supply house, in detail! If ANYONE picks up someting, they better have a job name and address. If not, then they pay for it!

Mud Master

Are you refering to me???

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clogman1

could be....does the PO# fit?

Mud Master

I don't understand what your getting at. I do live in the REAL world, and yes we answer EVERY phone call, and if a call is missed we call them back in a timely manner. I do take stock of everything that goes in and out, and everything that is purchased on a job. I am #1 in MY company, and that is the way I want things done. And with good organizational habits, and not letting things pile up, it's really not that hard, even if things CHANGE. My 8 man crew does this because it is MY policy, and in the REAL world, when policies are put in place, they are FOLLOWED. And we get this done all while working 45-50 hours a week, without any down time.

So, what is your beef?

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clogman1

I GOT no beef with you....you live in MD... HERE In WA> We can't run like that... I am the #2 Ffor 1 REASON, I did it for 12 years and now my ex owns it!!!! I hooked up with an old partner and now we running strong with 22 crews!! We turn 6 new construction houses a week, plus the remodels..... NO DISRESPECT INTENDED unless your one of our competitors

Mud Master

LOL, nah I don't think so. You in DC or Washington State? I do 85% commercial anyway, the rest is just high end Custom homes and Additions, and a few single family homes for some smaller builders, but I sub them out to a buddy of mine. I don't do any home improvement work. It just came off like what I do was out of the ordinary or something.

Thats the thing about the internet, can't convey vocal tones, makes it hard to know how people are meaning things.

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clogman1

EXACTLY... We do ALOT of high end homes....mostly new construction...minimum is a $750k, but the lil guys sneak in

Mud Master

Yeah. I work for 12 builders exclusively, mostly shell buildings and tenant fit-outs, and they keep me so busy I don't know what to do with myself half the time. I am usually only bidding against one other guy, if that. I mean Here I am @ 3am in the morning working on a bid for a 15,000sf Structrual steel shell, hasen't even been built yet and when I went and got the revised plans today, they had 25 build outs already with my name on it. So I am trying to get those bids done also, as it usually goes. Usually when I get these shells I get a good bit of the fit outs so I like doing them. Problem is it takes 4 guys about a month and a half to complete a 10,000sf shell, and I try to complete at least 15-20 fit outs a month, out of 35-40 that are usually sitting on my backlog, at any given time. So as much as I enjoy these shells, sometimes I can't take them at the risk of not completing the jobs at hand, and not being able to bid on other ones because of the time frame. But this is something I have to deal with on a daily basis, for the past 12 years..so I have had to develop a very good management program to keep on track. But luckily having developed a great relationship with my builders over the years, they are willing to wait to have me do thier work, even with the tight production schedules...

But I Guess..Thats Business!!!

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1KingOfDrywall

I keep it simple, . I hand out credit cards , It lets me know exactly who purchased what and when. My suppliers know that I am the only one who can authorize a pick up and get billed by them.