Construction jobs and budget tracking

02What the module does

• Budgets down to the last sub-itemConstruction budget items have units and can be broken down into sub-items whose values roll up into summary items, giving you both the big picture and the detail.
• Spending based on approved documentsThe system always recalculates budget spending directly from approved received invoices without adding unverified figures. You work from actual documents rather than estimates or manual spreadsheets.
• Budget tracking in three bandsEach item is marked within plan up to 90% spent, near limit above 90%, and over plan once it exceeds 100%. The site manager sees at a glance where to pay attention.
• Instant alerts on budget overrunsAs soon as a budget item exceeds the plan, the project manager receives a notification and can respond while there is still time to act.
• Invoices flow straight into project costsEvery line of an approved received invoice becomes a project cost in the category matching its cost type. You never have to re-enter job costs by hand.
• Invoices without a PO in job costsAn optional setting lets you count received invoices without a purchase order as direct job costs, so your company can follow the workflow that suits it best.
• RFQs to all suppliers at onceA tender holds the suppliers, items and bid deadline. One action generates an RFQ for every supplier, saving you from preparing them one by one.
• Bids compared line by lineThe system compares supplier bids line by line and flags matches, likely matches or missing items. The buyer immediately sees the differences and must resolve any unmatched lines.
• Supplier selection with a documented reasonA contract can only be awarded after a complete comparison and with a stated reason, making it easy to show later why your company chose that specific supplier.
• From winning bid to purchase orderConvert the winning bid into a blanket purchase order linked to the project and budget items. Its number derives from the contract number, so matching related documents is effortless.
• Call-offs enforce ordered quantitiesThe system totals previous call-offs and rejects any call-off above the ordered quantity unless a reason is given. Corrections are entered as negative lines, preserving the full history.
• Progress reports calculated automaticallyA progress report loads budget items in a single action. You enter only the current quantity, and the system calculates cumulative totals, remaining balance, percentages and amounts.
• Extra work only after approvalExceeding the plan is allowed only as approved extra work with a note. Your company always knows why an item went over plan and can substantiate the additional work to the investor.
• Invoices in your investor’s wordingConvert an approved progress report into a draft invoice with the project, customer and line items in the investor’s wording. The investor receives an invoice phrased exactly as their contract expects.

05Frequently asked questions