Supplier Ordering

Currently Available: Supplier ordering is currently integrated with AAD (Australian Airconditioning Distributors) in NSW, VIC, and SA. More suppliers and states coming soon!

Generate complete take-offs and send orders to your suppliers in one click. No more manual calculations, phone calls, or ordering mistakes.

What is Supplier Ordering?

Supplier Ordering connects your Cooledge quotes directly to your supplier account. When a customer accepts a quote, you can generate a complete material list and send it straight to your supplier – no phone calls, no spreadsheets.

The system works out everything you need based on the quote details. For ducted jobs, it calculates the full duct layout including plenums, flex runs, zone motors, and fittings. For splits and multi systems, it pulls through the units, pipe, and any add-ons you've quoted.

All system types are supported: Ducted, Split, Multi, VRV, and Install Only.

Setting Up Your Supplier Account

Before you can start ordering, you'll need to connect your supplier account.

How to Add an Account

1. Go to Settings (gear icon in the sidebar)
2. Click Supplier Ordering under Business Management
3. Click the Add Account button
4. Select your state (NSW, VIC, SA, etc.)

From here, you'll choose whether you already have an account with the supplier or need to set up a new one.

If you have an existing account:

• Enter your account number (see where to find your AAD/SAL account number)
• Accept the terms and conditions
• Your account will be verified and ready to use

If you need a new account:

• You'll be redirected to the supplier's signup page
• Complete their signup process
• Your account will show as "pending" until the process is complete

Account Status

Your account will show one of these statuses:

• Approved (green): Ready to place orders
• Pending (yellow): Waiting for supplier or admin approval
• Rejected (red): Contact the supplier directly

Creating a Supplier Order

Once your account is approved, ordering is straightforward.

From an Accepted Quote

1. Go to Quotes and open an accepted quote
2. Scroll down to the Supplier Ordering section
3. Click Create Takeoff for the system you want to order

The system generates everything automatically based on your quote details.

For Ducted Systems, you'll get:

• Indoor and outdoor units
• Supply plenums
• Flex duct runs (calculated based on zones)
• Zone motors and fittings
• Return air ducts and grilles
• Pipe (for new installations)
• Controllers (standard or zone)
• Add-ons like WiFi or iZone (smart controllers)

For Split/Multi/VRV Systems:

• Indoor and outdoor units
• Pipe based on pipe length
• Installation materials
• Any add-ons that were accepted

Reviewing the Order

After creating the takeoff, you'll see everything listed in the Takeoff Editor. Have a quick look through to make sure it's all correct.

In the editor you can:

• Adjust quantities if needed
• Add extra items manually
• Remove items you don't need

Choosing Delivery

Select how you want to receive the materials:

Pickup: Choose a supplier branch near your job. The branch address will be shown so you know where to go.

Delivery: Enter the job site address and set your requested delivery date.

Sending the Order

Once you're happy with everything, hit Send Order. The order goes straight to your supplier via email, and the status changes from "Draft" to "Sent".

You'll receive confirmation when the supplier acknowledges your order.

Using AAD? Your order will appear in your SAL account for approval. See AAD & SAL Connection for more details.

Note: Once an order is sent, you can't edit it in Cooledge. Give your supplier a call if you need to make changes.

Managing Your Orders

All your supplier orders appear in Settings > Supplier Ordering > Orders tab. You'll see the status of each order:

• Draft: Not sent yet – you can still edit these
• Sent: Order submitted to supplier
• Cancelled: Order was cancelled

Click any order to see the full details including items, delivery info, and the related quote.

Multiple Systems on for the same customer/job

Got a quote with a ducted AND a split? No worries. Just click Create Takeoff for each system separately – they'll create individual orders that you can send to the same or different suppliers.

Quotes with Multiple Areas

If your quote has multiple areas, you'll see two options:

Create Takeoff – Creates a separate order for each area. Useful if you want to order materials for one area at a time, or send different areas to different branches.

Create Combined Takeoff – Combines all areas into a single order. This is usually what you want – one order with everything for the whole job/quote.

How the Take-off Works

For ducted systems, the take-off is calculated based on the number of zones, duct sizing, and R-value from your quote. The system works out trunk sizes, flex lengths, zone motors, plenums, fittings, and return air automatically.

For splits, multi, and VRV systems, the take-off pulls through the units you selected plus pipe based on the pipe lengths in your quote.

Most common items (units, standard duct sizes, pipe) are already matched to supplier products. If something can't be matched automatically, it'll still appear in your order – just will just need to manually pick/link an item.

Common Questions

Can I add extra items? Yes – in the takeoff editor you can add items manually before sending.

Do prices show on the order? No – your supplier confirms pricing based on your account rates.

What if my account isn't approved yet? You can still create quotes as normal. You just won't be able to send orders until your account is approved.

Can my staff use this? Team members can create takeoffs and view orders. Only managers can send orders.

Having Issues?

Can't send order? Check your account is approved (not pending) and all delivery details are filled in.

Supplier didn't receive it? Check the order status shows "Sent" in Cooledge, then give them a call to confirm.

Items missing? Make sure your quote has all the details filled in (zones, pipe options, ductwork type). You can always add items manually in the takeoff editor.

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Need help? Email us at support@cooledge.com.au