This guide is your complete self-serve setup path for SureStock. Every phase has a short checklist and the exact training topics you'll need, with video walkthroughs where they exist.
Work through the phases top to bottom, order matters. Several phases are prerequisites for the ones that follow.
➡️ Before you start
You've got this, and you're not on your own. There's no scheduled onboarding call on this plan, but everything you need is here. When you get stuck, use one of these three routes:
This guide — keep it handy. Each phase names the exact training topic for the step you're on.
Help Center search — 200+ searchable articles and videos covering every topic listed in this guide.
Support chat — hit a bug or a wall? Message Support from the in-app chat bubble.
💡 Tip: Invite your team to SureStock early (Phase 1) so several people can work through different phases at the same time.
➡️ The roadmap at a glance
A few phases are prerequisites for the ones that follow. Your stock locations must exist before the FSM integration can connect, and you should lock your integration settings before you build your catalog. Here's the full path:
Phase | What you'll do | Time |
0 · Kickoff & Access | Log in, secure the account, get the mobile app, invite your team | Day 1 |
1 · Company Foundation | Company profile, users, roles & permissions | Days 1–2 |
2 · Warehouse & Trucks | Create your stock locations & response mapping | Days 2–3 |
3 · FSM & Accounting | Connect ServiceTitan / HCP / Jobber / FieldEdge, plus QBO or Sage | Days 3–4 |
4 · Configure & Test | Set every toggle, test with fake data, then turn sync OFF while you build | Day 4 |
5 · Suppliers | Add the vendors you order from | Day 5 |
6 · Catalog / Pricebook | Review, clean, or build your material library | Days 5–7 |
7 · Stock Your Locations | Min/max, positions, barcodes per location | Days 7–10 |
8 · Procurement & POs | PO settings, approvals, consigned inventory | Week 2 |
9 · Warehouse Setup (PWI) | Count, label, and set truck cycle counts | Week 2 |
10 · Train & Go-Live | Train techs, turn sync back ON, run a live pilot | Week 3 |
11 · Sustain | Cycle counts, reports, and ongoing hygiene | Ongoing |
➡️ Phase 0 — Kickoff & access
Get into the platform, lock it down, and bring your team along.
Confirm your subscription is active and find your welcome email
Log in to SureStock on desktop, then set up Multi-Factor Authentication (MFA)
Download the SureStock mobile app (iOS/Android) — you'll need it for scanning and warehouse work
Add the SureStock widget to your phone for one-tap access
Invite your team so they can help set things up in parallel
➡️ Phase 1 — Company foundation & settings
Set up your company and your people. This is the groundwork everything else builds on.
Complete your company profile: business information, address, and logo
Add all users under Settings → Company & Billing → Team
Assign roles & permissions to each user (admin, manager, technician)
➡️ Phase 2 — Create warehouse & truck locations
Required before the FSM integration. Create the location "containers" now — you'll fill them with items in Phase 7. Your integration needs these to exist so it knows where to sync inventory.
Create your Warehouses (fixed locations with a physical address)
Create your Trucks (mobile locations assigned to techs/crews)
Assign each technician to their truck
Set each technician's Default Response Location (their primary truck)
⚠️ Why response locations matter: if they're not set, SureStock deducts job materials from the warehouse instead of the tech's truck, causing counts to drift over time.
➡️ Phase 3 — FSM & accounting integrations
The FSM connection must be completed. Connect SureStock to the field-service system you already run so jobs and inventory stay in sync. This requires your Phase 2 locations to exist first. Complete the section that matches your system.
Go to Settings → Workspace → Integration and connect one of:
ServiceTitan
Housecall Pro
Jobber
FieldEdge
✅ Verify the connection (all FSMs): confirm your integrated/default warehouse is mapped correctly, and that technician-to-truck mapping is set so job usage hits the right location. Then move to Phase 4 before you build.
Accounting (optional)
QuickBooks Online
Sage Intacct
➡️ Phase 4 — Configure & test integration settings
Do this before you build your catalog. Connecting the integration is only half the job — the settings control what flows between SureStock and your FSM/accounting system, and in which direction. Getting them right now protects your data and prevents surprises later.
🔑 Golden rule while you're still building: if you don't want anything syncing (and corrupting your counts) while you set SureStock up, turn the sync settings OFF until you're ready to go live. You'll turn them back on in Phase 10.
Block one hour to test before go-live:
Create a fake supplier under your own email — send yourself a test PO to see what a purchase order email looks like
Create one fake material item
Create two fake POs and run them end-to-end (send → receive → reconcile)
Create one fake job in your FSM and confirm it links to SureStock — watch exactly what happens (material deductions, invoice lines, etc.)
Adjust toggles until SureStock behaves the way you want operationally
Screenshot every settings screen once you're happy — this is your blueprint to restore the exact config at go-live
Turn sync back OFF (if not going live yet), then delete your fake test records
All settings live under Settings → Workspace → Integrations. Turn on only what fits your workflow. Here's what each toggle does when ON.
ServiceTitan settings
Setting | What it does when ON |
Send materials to FSM Invoice | Materials added to a SureStock job are pushed onto the ServiceTitan invoice |
Receive materials from FSM Invoice | Materials added in ServiceTitan appear on the matching SureStock job |
Require technician & inventory location | Adds the source location + technician to each invoice item (needed for clean posting to accounting) |
Sync materials to location | Syncs data to/from one chosen default location |
Use tech's truck as default location | Deducts job materials from the technician's truck by default |
Delete materials | Deleting a material in SureStock deactivates it in ServiceTitan |
PO auto sending | POs created in SureStock are sent to the supplier automatically |
Sync only at specific job status | Materials sync only once the job hits the status you choose |
Estimate Pipeline (if your plan includes it) | Approved ServiceTitan estimates route to a Pick List or Draft PO for review |
Also set: Income / Asset / Expense accounts · Cost relations (cost for business vs. client) · Tech Job Visibility · Material sourcing for multi-tech jobs (shared truck + tiebreaker).
Housecall Pro settings
Setting | What it does when ON |
Sync materials to invoice by default | Every material transferred to a job posts to the HCP invoice as a line item |
Set materials as taxable by default | Transferred materials are marked taxable on the invoice |
Enable Pricebook Sync | Two-way material/category sync between SureStock and HCP (keep ON in almost all cases) |
Sync Material Deletion | Deleting a material in SureStock also deletes it in HCP (use with caution) |
Sync Job Inputs | Sends materials as internal Job Inputs (cost tracking, not billed to customer) |
Add PO Link to Job Notes | Adds the PO number to the HCP job's private notes |
Add Shipping Costs to job | Adds PO shipping cost to the linked job |
Receive materials from FSM Invoice | Materials added in HCP appear on the matching SureStock job |
Sync only at specific job status | Materials sync only at the job status you choose |
Estimate Pipeline | Approved estimates route to a Pick List or Draft PO |
Also set: Default location · Material sourcing for multi-tech jobs.
Jobber settings
Setting | What it does when ON |
Sync materials to location | Syncs data to/from one chosen default location |
Set materials as expenses | Materials used on jobs are recorded as expenses in Jobber |
Sync visits in a recurrent job | Syncs visits for recurring jobs |
Link POs to the Jobber job | Attaches SureStock POs to the corresponding Jobber job |
Add Shipping Costs to job | Adds PO shipping cost to the job |
Receive materials from FSM Invoice | Materials added in Jobber appear on the matching SureStock job |
Job name template | Controls how synced Jobber job names are formatted in SureStock |
Sync only at specific job status | Materials sync only at the job status you choose |
Estimate Pipeline | Approved quotes route to a Pick List or Draft PO |
Also set: Material sourcing for multi-tech jobs (first technician's location).
FieldEdge settings
Setting | What it does when ON |
Sync materials to location (Default Location) | Syncs data to/from one chosen default location (e.g., Main Warehouse) |
Bidirectional sync with FieldEdge | SureStock pushes material, category, and warehouse changes to FieldEdge. Applies to catalog data only. When disabled, outbound updates to FieldEdge are skipped |
Deactivate materials in FieldEdge | Any material deleted in SureStock is automatically deactivated in FieldEdge |
QuickBooks Online settings (if your plan includes it)
Setting | What it does when ON |
Sync materials to location | Syncs to/from one chosen default location. If unset, items land in the catalog, not a warehouse — set this intentionally |
Sum Quantities Across All Locations | SureStock totals stock across all locations and pushes the sum to QBO — SureStock becomes source of truth and ignores QBO quantity changes |
Close POs in QBO when received | Marks the QBO PO closed on receipt |
Add Shipping Cost to PO | Includes shipping on the PO |
Customer Integration | Lets customer info attach to POs from the QBO side |
Sync Material Deletion | Deleting a material in SureStock removes it in QBO |
Enable PO Item Description Field | Adds the description field to POs |
Auto-create a Bill on PO receipt | QBO generates the Bill automatically on receipt |
QBO required setup. Prerequisites: QBO plan Plus or higher (inventory tracking required); inventory tracking ON in QBO; admin rights in both systems; unique item names in QBO.
Map the 4 accounts (the #1 cause of sync failures — both Account Type and Detail Type must match):
SureStock field | QBO Account Type | Detail Type |
Inventory Asset Account | Other Current Asset | Inventory |
Income Account | Income | Sales of Product Income |
Accounts Payable (A/P) | Accounts Payable | Accounts Payable (A/P) |
Expense Account | Cost of Goods Sold (or Expense) | Cost of Goods Sold |
Order of operations: Connect → map the 4 accounts → sync Inventory-type items → (optional) enable Customer Integration → create/sync a PO → retry any failed PO manually.
Good to know: only Inventory-type items sync; jobs and tools don't; a same-named non-inventory item blocks the sync; POs that failed before you fixed the mapping must be retried manually.
➡️ Phase 5 — Add suppliers
Add the vendors you buy from so purchase orders and replenishment route to the right place.
Add each supplier (name, contact name, e-mail: required field)
Set your preferred supplier with the Ferguson store location
(If applicable) Flag consigned inventory and e-mail your SureStock onboarding specialist
💡 Online vendors: buying from Amazon or Home Depot? No email for a vendor? Add your own email as a placeholder.
➡️ Phase 6 — Catalog / pricebook
Your Catalog is your master material library — the single source of truth for every part, tool, and kit. Review what synced from your FSM, clean it up, or build it out.
Decide your category structure (e.g., Plumbing, Electrical, HVAC, Fittings)
Review, clean up, or upload your materials (name, SKU, category, unit, cost)
Set each material's unit of measure, and add a conversion for anything you order and consume in different units
Add Ferguson materials: Catalog → Ply Library → Add/search materials → Add to draft list → Import to Catalog
Review for duplicates and standardize naming
📏 Match your units of measure (UoM). Order and consumption units are often different — you buy R410 refrigerant as 1 each (a 25 lb jug) but consume it by the pound. Set consumption to lbs, then map the conversion: open the item → ⋯ → UoM → set 25 lbs = 1 each → Save. See Multi Unit of Measurement (Multi UoM).
⚠️ Deleting a synced material also deletes it from your FSM. To avoid this, go to Settings → Workspace → Integrations and toggle OFF the pricebook/catalog sync before deleting. Note: ServiceTitan does not allow disabling this sync — for ServiceTitan, deletions always flow through.
💡 Messy pricebook or a big export? Send Support an Excel sheet and the team can handle the bulk upload for you.
Build & clean
First-Time Bulk Upload / Import Your Materials
Merge Duplicate Materials
Material Library — live pricing, locations, regions, and how items move into your catalog
Customizing Catalog Settings
➡️ Phase 7 — Add items to your locations
Populate the warehouses and trucks from Phase 2 with materials from your Catalog, and configure how each item behaves per location.
Add materials to each warehouse and truck
Set the Replenishable toggle per material (on = tracked for restocking)
Set Min/Max quantities (min triggers reorder alerts; over max flags overstock)
Enter on-hand quantities
Set Position (bin/aisle/level/shelf) so techs find items fast
Confirm or customize auto-generated barcodes
🚚 Fleet shortcut — Stock Templates: if all your trucks carry the same materials, build one model truck and replicate it to the rest in a few clicks (copies materials, min/max, quantities, costs, positions, and barcodes).
➡️ Phase 8 — Procurement & purchase orders
Configure how you reorder and how POs behave.
Set your PO Approval Flow (require admin/owner approval, or send directly)
Choose a default PO view (Board or List) and display settings
Create your custom PO number format(s) (prefix, separator, starting number)
Decide whether technicians can create POs
(If applicable) Confirm Consigned Inventory is enabled with your supplier
Set up POs
Create & Manage Purchase Orders
Procurement Settings & PO Configuration
Enable PO Creation for Technicians
Consigned Inventory Setup
Receiving & returns
Partially Receive a Purchase Order
Three-Way Match
How to Create a Return
➡️ Phase 9 — Warehouse implementation (PWI)
Turn your physical space into a fully traceable digital inventory — counting, labeling, and verifying without shutting down daily operations.
Before you start, gather: the mobile app, a Brother label printer (Brother P-touch Cube 910) with 24mm/36mm tape, count cards, and an organized workspace.
Organize storage with a four-part format: Aisle / Bay / Level / Bin
Pick a small pilot section and count what you have onto count cards
Add each item to SureStock (scan existing barcode or create the material)
Print labels (Layout 3 + Landscape, font ~120) and apply in order
Label + QA: match card to label, stick on the bin, re-scan to confirm
Work in chunks (a bay/aisle/category) — aim for ~2–3 minutes per item
Establish a cycle count for your truck locations — the easiest way to trust your numbers at go-live
(Optional) Print truck inventory logs by category for field reference
➡️ Phase 10 — Technician training & go-live
Your techs live in the mobile app — pulling materials on jobs, scanning, and requesting restock. Train them, then flip the switches and pilot on real jobs.
Train your team (self-serve):
Walk your techs through the New Tech Training article and mobile app basics
Show them how to find items by position, scan, and pull materials onto a job
Show them how to submit a Field Request when they run low on the truck
Then go live:
Turn your integration sync settings back ON, matching the screenshots you saved in Phase 4
Run a live pilot on a handful of real jobs and confirm counts move correctly
Spot-check a warehouse and a truck against the on-hand numbers in SureStock
Announce go-live — all material movement now runs through SureStock
➡️ Phase 11 — Sustain (ongoing)
Setup isn't one-and-done. A little weekly hygiene keeps your numbers accurate, and the reports below turn that accurate data into decisions.
Keep recurring cycle counts running (build on the truck cycle count from Phase 9)
Do a quick weekly warehouse sweep (aisles clear, labels intact, items in place)
Review replenishment alerts and overstock flags regularly
Re-audit response locations whenever techs or trucks change
Add new materials to the Catalog before they hit the field
Tune notifications so the right people get the right alerts
Still stuck? Contact Support!
Hit a wall during setup or think you've found a bug? Search the full Help Center, or message our Support team from the in-app chat bubble in the bottom-right corner of SureStock.