A practical desktop Excel workbook for following a job from bid through material orders, receiving, and site delivery. Built for small teams that need to see what arrived and what is still outstanding.
Purchase and download are handled by Etsy. The tracker itself is an .xlsx workbook.
01 / THE WORKFLOW
One job. Several moving parts.
When job notes, purchase orders, and packing slips live in different places, it is easy to lose track of what is ready. This workbook connects records by ID: start with the job, add each ordered material as a separate line, then log every receipt against that line. The dashboard surfaces work that needs follow-up.
01
Open the job
Record the customer, description, bid status, work status, target date, and next action. Use a stable Job ID to connect later records.
02
Order materials
Give each material order line its own ID, supplier, quantity, unit, purchase order reference, and expected date.
03
Receive in batches
Add a new receiving row for every shipment. Received and outstanding quantities update on the order line, including when an order arrives in pieces.
04
Move work to site
Track a part or batch through its current department, then record planned and actual dates for outgoing site trips.
02 / A REALISTIC EXAMPLE
When a delivery comes in pieces.
In the fictional demo, a welding and fabrication job orders 120 feet of steel angle. The supplier brings 40 feet, then another 45. The two receipts stay separate, and the material order shows 85 feet received with 35 feet still outstanding.
That remaining quantity gives the shop a concrete supplier follow-up before it schedules the next fabrication step. The same approach can help contractors keep material purchases and site trips tied to the right job.
This is a fictional example from the demo workbook, not a customer result.
03 / INSIDE THE WORKBOOK
See the actual sheets.
These previews were rendered from the current demo .xlsx. Names and jobs shown are fictional examples. Open an image for a larger view.
JobsKeep bids, awarded work, target dates, and next actions together.Material ordersSee quantities received, quantities outstanding, and supplier follow-up.Receiving logKeep each partial shipment as its own receipt.DashboardReview valid jobs, orders awaiting receipt, and jobs waiting on materials.
04 / WHO IT FITS
Useful across small shops.
Welding shops
Track awarded work, steel orders, separate receipts, and the materials still needed before fabrication continues.
Fabrication businesses
Give each part or batch one current department and progress state so a handoff or hold is easier to see.
Contractors
Keep a job ID on material lines and outgoing trips, with planned and actual delivery dates in the same workbook.
05 / FORMAT & LIMITS
Know what you’re getting.
Format and setup
The tool is an .xlsx workbook with eight worksheets. Etsy currently lists the download as one ZIP file. It is designed for desktop Microsoft Excel 2016, 2019, 2021, 2024, and Microsoft 365. It was tested in Windows Excel 16.0, build 20326. An Excel license is not included.
It uses formulas and built-in Excel controls. No macros, VBA, paid add-ins, external APIs, Power Query, or cloud account are required.
Practical limits
Prepared capacity: 250 jobs, 750 material order lines, 1,500 receipts, 500 outgoing deliveries, and 500 part or batch records.
Five renameable departments; USD and one currency per workbook.
Not an accounting, tax, inventory valuation, or automatic stock consumption system. Returns are not tracked.
Photo and document links point to separate local files. Moving those files can break the links. There is no upload, camera, OCR, or automatic mobile sync.
Google Sheets, Excel web/mobile, Numbers, LibreOffice, Mac, and other Excel versions have not been separately verified.
The demo is for illustration. Start actual records in a copy of the blank workbook and keep backups.
NEXT STEP
Ready to see the listing?
Check the current Etsy listing for purchase and download details.
