Feature — Materials
A shoebox of receipts is not a cost basis
Materials are where rehab budgets leak: the supply run nobody logged, the second trip to the store, the return that never got credited. Foundry makes the receipt the record — photographed, drafted into line items, reviewed by a human, and posted against the right budget line.
- Organization-wide material catalog with categories and units
- Receipt-first purchases — capture, review, post
- AI-drafted line items using your own OpenRouter key
- CSV import with header auto-mapping and templates
- Vendor and supplier pricing attached to items
- Contractor credits: net against the next payment or collect
What it is
The materials module covers what you buy, what it cost, who bought it, and which budget line it belongs to. It starts from the artifact you already have — the receipt — rather than asking someone to remember a purchase at the end of the month.
AI is used where it saves typing and nowhere it could quietly corrupt your books: extraction produces a draft that a person confirms, and the posting path is identical to a manual entry.
Who it's for
Self-managing flippers
Buy your own materials without losing the cost basis to a glovebox full of paper.
Teams with crews
Let the person at the counter capture the receipt on the spot, and review it later.
Anyone chasing a credit
Track what a contractor or supplier owes you until it is netted or collected.
How it works
- Step 1
Build the catalog
Load your recurring items with categories, units, and supplier pricing — by hand or by CSV.
- Step 2
Capture the receipt
Photograph it. Foundry drafts vendor, date, and line items for review.
- Step 3
Post to the budget
Confirm the draft and it posts to the correct budget line and project account.
- Step 4
Settle credits
Record refunds, chargebacks, and penalties, then net or collect them with the treatment on record.
Frequently asked questions
How does receipt reading work?
Photograph or upload the receipt and Foundry drafts the vendor, date, line items, quantities, and totals. The result is a draft: you review and correct it before it posts. Manual entries and AI-assisted entries post through exactly the same routine, so the books never depend on the model being right.
Do I need my own AI key?
Yes. Receipt reading runs on your organization's own OpenRouter key and chosen model, verified before first use. You control the provider, the model, and the spend.
Can I import an existing material list?
Yes. CSV import handles both catalog items and purchases, auto-maps common column headers, blocks the import until required fields are mapped, and offers downloadable templates for each.
How do materials avoid double-counting against bids?
Each bid declares whether materials are included. Purchases you make yourself post against the budget on the correct basis, so a labor-plus-materials contract and your own supply run do not both hit the same line.
What if a contractor owes us money?
Credits owed to you — refunds, defect chargebacks, late penalties — are tracked per contractor and settled either by netting against the next payment or by collecting separately, with the accounting treatment recorded either way.
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