➡️ What is Equipment?
Equipment refers to physical assets used in your operations, such as vehicles, machines, and devices. The key difference from a material is that each equipment unit is tracked individually with its own serial number.
In practice, equipment is the larger, installable asset your team sells and installs (for example, a water softener, a reverse osmosis system, or an HVAC unit), while materials are the smaller parts and consumables that go with it.
What makes Equipment different from a material:
It's tracked unit by unit using serial numbers, instead of just a total quantity.
It has lifecycle and warranty fields (lifespan, warranties, and maintenance period), since each unit gets installed at a customer's property and needs to be followed over time.
It can have associated materials, meaning the parts and equipment need to be installed or to operate.
➡️ Creating a New Equipment Item
Creating equipment is a three-step flow. From the Catalog, start a new item and select the Equipment item type.
➡️ Step 1: General Information
Images: add photos of the equipment (PNG, JPG, JPEG, up to 10 MB)
Name (required): the name of the equipment
Item Number (required): the equipment's code or SKU
Equipment Type: the functional category (water softener, reverse osmosis system, under-sink system, etc.). You can create new types with the "+" button
Description: free-text description
Under Origin: Category, Brand, Model, Manufacturer, Measurement Unit.
Under Warranty, you capture lifecycle details: Equipment Lifespan (years), Manufacturer Warranty Duration (years), Service Provider Warranty Duration (years), Maintenance period (years).
📌 Note: These warranty and lifecycle fields are currently informational only. They don't trigger alerts or notifications yet (no automatic "lifespan reaching its limit" or "maintenance due" warning), and you enter a number of years rather than a specific date. Notifications based on these fields are planned for a future update.
Under Prices: Cost for Business, Cost for Client. You can also add Suppliers and upload Attachments (up to 5 MB), like manuals or spec sheets.
➡️Step 2: Equipment Materials
Here you associate materials tied to the equipment.
⚠️ This is different from a kit. Equipment Materials does not require you to hold stock of each individual material, and it doesn't deduct them. The system assumes the equipment already comes assembled. The associated materials act as a record of the parts that belong to or were used for that equipment, similar to a service record, so you keep a history over time.
You can only add materials that already exist in your catalog; you don't create new materials from here.
For each material you add, you set the quantity.
➡️ Step 3: Stock Setup
This is where you set the initial stock of the equipment and assign it to your warehouse locations.
Location: the warehouse or location where the units will live
Quantity: how many units you're adding
Serial numbers: because each unit is tracked individually, you enter one serial number per unit. The number of serial numbers must match the on-hand quantity, so if you're adding 2 units, you'll need 2 serial numbers
Position at Location: the physical spot within the warehouse (Aisle, Bay, Level, Bin), optional
Once everything is filled in, save the equipment.
➡️ Syncing Equipment with Your FSM
If your SureStock account is integrated with a Field Service Management platform like ServiceTitan, equipment syncs between the two systems in both directions:
From SureStock to your FSM: changes sync instantly.
From your FSM to SureStock: updates come through when a sync runs, so they aren't instant.
The Manufacturer Warranty Duration and Service Provider Warranty Duration fields also sync with your FSM, since FSM equipment includes these same fields.
Already have equipment in your FSM? You don't need to create each one manually in SureStock.
Make sure your FSM is connected to SureStock.
Run a sync (or reset it) so your equipment data flows from your FSM into SureStock.
Once the sync completes, your equipment appears in SureStock automatically.
➡️ The Equipment Lifecycle at a Glance
Create it with its general info, associated materials, and initial stock (with serial numbers).
Each unit is tracked individually by serial number.
Update each unit's status over time as it moves from Available to Installation, Installed, Service Due, Serviced, and eventually Retired.
➡️ Common Issues
"I can't save my equipment, it says the number of serial numbers doesn't match."
The number of serial numbers must exactly match the on-hand quantity you entered. If you're adding 3 units, you need exactly 3 serial numbers, no more, no less.
"I added materials to the Equipment Materials tab, but my stock didn't go down."
That's expected. Equipment Materials is a record, not a deduction; it doesn't pull from stock the way a Kit does. The system assumes the equipment already comes assembled with those parts.
"I set a lifespan/maintenance period, but I'm not getting any alerts."
These fields are informational only right now; there's no automatic notification tied to them yet. Keep track of maintenance timing manually until notifications are added in a future update.
"My equipment synced from ServiceTitan, but a recent change isn't showing up yet."
FSM → SureStock updates come through on a sync, not instantly. SureStock → FSM changes sync right away, but the reverse direction depends on when the next sync runs.
➡️ FAQs
What's the difference between Equipment and a Kit?
A Kit is a bundle of materials that get pulled from stock together. Equipment Materials is just a record of parts associated with an equipment unit, it doesn't affect your material stock levels.
Can I create a new material from inside the Equipment Materials step?
No, you can only associate materials that already exist in your catalog. Create the material first, then add it to the equipment.
Do warranty fields trigger any reminders?
Not currently. They're informational only for now.
If my equipment is already in my FSM, do I have to recreate it in SureStock?
No, connect your FSM and run a sync, your existing equipment will come across automatically.