The challenge
- BOQs, quotations and purchase requests lived in separate files, and numbers drifted when designs changed
- No way to know a project was over budget until it closed
- Materials bought into stock and issued to sites weren't linked to projects
- Site staff time tracking and travel claims were still on paper
What we built
Site survey & BOQ
Record surveys with photos, then break them into a ready-to-use BOQ
Quotations
Issue quotations from the BOQ using the same numbers, no retyping
Purchasing & price comparison
Raise purchase requests, compare vendor prices and send for approval
Receiving & issuing
Receive goods into stock and issue them to sites, linked to the project
Budget vs. actual
See budget against actual cost per project and spot overrun risk early
GPS time & travel approval
Site staff clock in from their phones with location and request travel approval in the system
The new workflow
- 1
The survey team visits the site, takes photos and builds the BOQ
- 2
Sales issues a quotation from the BOQ to the client
- 3
Once the job is won, purchasing raises requests, compares prices and sends for approval
- 4
Goods are received and issued to site, with costs linked to the project automatically
- 5
Management simply asks Agent which projects are over budget
What changed
- One set of numbers from BOQ to actual cost, no reconciling across files
- Projects at risk of overrun are visible mid-way, not at close
- Site paperwork moved from paper to phones
