Setting Up Your Material Database

Learn how to build and maintain your company’s material catalog

Overview

The Material Database (also called the Material Catalog) is your company’s master list of materials used for ordering, quoting, and invoice reconciliation. A well-maintained material database:

• Ensures consistent descriptions across orders
• Enables faster order creation
• Improves invoice matching accuracy
• Supports better reporting and analytics

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Why Use a Material Database?

With Material Database	Without
Consistent descriptions	Variations cause confusion
Pre-set units of measure	Manual entry errors
Vendor pricing lookups	Pricing inconsistencies
Automatic invoice matching	Manual reconciliation
Accurate reporting	Fragmented data

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Accessing the Material Database

1. Navigate to Settings

   Go to Settings from the main navigation.

2. Click Materials

   Select Materials or Material Database.

You’ll see your company’s material list with search and filter options.

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Adding Materials

Adding Materials Individually

1. Click Add Material

   Click + Add Material to create a new entry.

2. Enter Description

   Add a clear, descriptive name for the material.

3. Set Unit of Measure

   Choose the standard unit (EA, LF, SF, CY, etc.).

4. Add Details (Optional)

   • Manufacturer – Who makes this material
   • Part Number – Manufacturer’s part/SKU
   • Default Cost Code – Standard cost code
   • Category – Material category for organization
5. Save

   The material is added to your database.

Bulk Import

For large material lists, use bulk import:

1. Download Template

   Click Import and download the CSV template.

2. Fill Out Template

   Add your materials to the spreadsheet.

3. Upload

   Upload the completed CSV file.

4. Review and Confirm

   Review the import preview and confirm.

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Material Fields

Field	Description	Required
Description	Name/description of the material	Yes
Unit	Unit of measure	Yes
Manufacturer	Product manufacturer	No
Part Number	Manufacturer part/SKU	No
Category	Organizational category	No
Default Cost Code	Standard cost code for this material	No

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Units of Measure

Common units in SubBase:

Unit	Description
EA	Each (individual items)
LF	Linear Feet
SF	Square Feet
CY	Cubic Yards
TON	Tons
GAL	Gallons
BG	Bags
BX	Boxes
RL	Rolls

Set up custom units if your industry uses specialized measurements.

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Organizing with Categories

Categories help organize large material databases:

Creating Categories

1. Go to Settings → Material Categories
2. Click + Add Category
3. Enter a category name (e.g., “Lumber”, “Electrical”, “Plumbing”)
4. Save

Assigning Categories

When adding or editing materials:

1. Select the Category dropdown
2. Choose the appropriate category
3. Save

Filtering by Category

In the material list:

1. Click the Category filter
2. Select one or more categories
3. View filtered results

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Managing Manufacturers

Adding Manufacturers

1. Go to Settings → Manufacturers
2. Click + Add Manufacturer
3. Enter the manufacturer name
4. Save

Linking to Materials

When editing a material:

1. Select the Manufacturer field
2. Choose from your manufacturer list
3. Save

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Vendor Pricing

Link vendor-specific pricing to materials:

Adding Vendor Prices

1. Open Material

   Click on a material to edit it.

2. Go to Pricing Tab

   Select the Vendor Pricing section.

3. Add Vendor Price

   Click + Add Price and select a vendor.

4. Enter Price

   Enter the unit price and effective date.

5. Save

   The price is linked to this vendor/material combination.

Price Sheets

For bulk vendor pricing updates, use Price Sheets:

1. Upload a vendor’s price sheet
2. SubBase matches items to your materials
3. Review and confirm matches
4. Prices are updated automatically

See Managing Vendors & Price Sheets for more details.

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Searching Materials

Quick Search

Use the search bar to find materials by:

• Description keywords
• Part numbers
• Manufacturer names

Advanced Filters

Filter your material list by:

• Category
• Manufacturer
• Has vendor pricing
• Recently added
• Recently used

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Editing Materials

1. Find the Material

   Search or browse to find the material.

2. Click Edit

   Click on the material to open the edit view.

3. Make Changes

   Update any fields as needed.

4. Save

   Changes are saved and apply to future orders.

Editing a material description doesn’t change existing orders—only future orders.

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Deactivating Materials

If a material is no longer used:

1. Open the material
2. Click Deactivate or toggle Active off
3. The material won’t appear in searches but historical data is preserved

To reactivate:

1. Filter to show inactive materials
2. Find the material
3. Toggle Active back on

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Best Practices

Be Descriptive

Use clear, complete descriptions that everyone will understand.

Standardize Units

Use consistent units of measure across similar materials.

Use Categories

Organize materials into logical categories for easy navigation.

Keep Pricing Current

Update vendor pricing regularly for accurate estimates.

Naming Conventions

Good Examples:

• “2x4 SPF Stud - 8ft”
• “1/2” Type X Drywall - 4x8 Sheet”
• “3/4” EMT Conduit - 10ft Stick”

Avoid:

• “Wood” (too vague)
• “Drywall 1/2 type x 4 x 8” (inconsistent format)
• “ITEM-001” (not descriptive)

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Related Guides

Managing Vendors

Set up vendors and price sheets.

Creating Purchase Orders

Use your material database when ordering.

Managing Inventory

Track materials in your warehouses.