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Construction Purchase Order Software

Gain better accuracy, speed, visibility, and control of your purchase order management with the Bauwise automated purchase order system.

Why Choose Us

Unleash Boundless Management with Bauwise

Empower yourself to create and manage purchase orders from anywhere, anytime with Bauwise’s advanced purchase order software. Be the first to know when your orders have been approved or rejected, and keep a real-time tab on their fulfillment. Experience unparalleled control over the entire procurement process, right from creation to payment, from the convenience of any device.

Comprehensive Construction Purchase Order Solution

Revolutionize your construction project management with Bauwise. Our all-in-one platform enables your teams to create, issue, link, and manage the entire lifecycle of purchase orders seamlessly. Experience an unmatched level of integration that no other software in the market can provide. Simplify the complex, connect the dots, and bring everything under one umbrella for efficient and effective purchase order management in the construction industry.

Simplified and Unified Purchase Orders Process

Take charge of your construction project’s purchase orders with Bauwise. We offer a single, unified platform for your team to handle all purchasing needs, minimizing errors, confusion, and time wastage. Our robust, easy-to-use software is designed with the complexities of the construction industry in mind. Streamline your purchase orders, keep a finger on the pulse of your project, and ensure that everything is under control with Bauwise.

construction purchase order creation

Easy purchase order creation

Skip the time, hassle, and chance of double-entry errors by creating construction purchase orders directly from your bids or budget with just a few clicks.

  • Automatically select the items from your budget and send the purchase order to your suppliers with one click.
construction purchase order management

Track construction purchase orders

Maximize profits using our construction purchase order software to track and manage your construction costs.

  • See how much of the budget is already taken up by purchase orders and how much is still free – track which areas are consistently over budget.
  • See the progress of each purchase order and check how much has been received already.
  • Compare the invoice against the purchase order to see whether the prices and quantity are correct.
  • Easily track the billed and delivered quantity so you and your team are always on the same page.
construction purchase orders

Manage purchase orders effortlessly

Purchase order software for the construction industry helps your company manage orders placed with suppliers. The software tracks your orders and records the supplier’s invoice. The system makes it easy to view and manage orders by displaying the status of each order.

  • Quickly view if an order is outstanding, received, invoiced, or not.
  • Keep up with committed costs and purchase order status at a glance.
  • Sort inquiries by criteria, including order, contract, supplier, buyer, and date.
  • These order lines can also display the order value/quantity and the quantity received.
  • Save purchase orders for easy integration with billing invoices.
construction purchase order committing and approving

Committing and approving

As part of the commitment process, purchase orders can be submitted through a multi-step approval workflow, including team members and internal and external stakeholders.

  • Bauwise offers built-in purchase confirmation for purchase orders.
  • Purchase orders can go through multiple revisions to reflect changes ranging from quantity, terms, rates, additions, and subtractions.
  • After review, you can submit a confirmation via workflow to make changes to the purchase order.
  • You can set approval thresholds for your employees and management hierarchy during setup.
  • Purchase orders can be sent for e-signature when they are signed.
construction purchase orders

Automated purchase order processing

With Bauwise purchase order software, you can track what you ordered, when it should arrive, and how much it will cost. It automates and simplifies all purchasing procedures and allows you to cover material and other costs.

  • Create and send purchase orders to suppliers and subcontractors from one place.
  • Get quicker purchase agreement approvals, so your construction project will stay on track.
  • Send purchase orders automatically through email and track communication with trade partners to keep your construction projects organized.
  • Save time by adding previously entered specifications or financial data to new purchase orders.
construction purchase order pdf

Keep jobs moving with faster purchase orders

Bauwise cloud-based purchase order software automates your unique workflows and accelerates purchase requisitions, orders, and approvals. Reduce spending through better purchasing visibility and accountability.

  • Electronically generate and send purchase orders to suppliers and subcontractors.
  • Track order delivery, progress, and completion, along with progress billing and payments.
  • Connect your purchase orders with cash management, accounts payable, and inventory so you don’t enter the same information twice.
  • Issue all project purchase orders and subcontracts in a centralized, collaborative platform.
construction purchase order management

Improve your purchase order process

With real-time data at a glance, Bauwise purchasing software allows your team to focus on making the right purchasing decisions.

  • Update your purchase order status, track vendor invoices and payments, and integrate with your accounting system to provide your accountant with an easy reconciliation process.
  • Increase financial visibility by running reports to see where construction project purchase orders stand at any given time.
  • Calculate the purchase order variance and the initial and final price difference.
  • Link your purchase orders to project budget change orders.

Trusted By

More than 10 000 projects managed by using Bauwise

FAQ

A construction purchase order (PO) is a formal document issued by a construction company (often the general contractor or a subcontractor) to a supplier or vendor authorizing the purchase of materials, equipment, or services. It specifies the type, quantity, and agreed prices for products or services, acting as a binding contract once accepted by the vendor.

Key elements of a purchase order in construction include:

  1. PO Number: A unique identifier for tracking and referencing.
  2. Date Issued: The date when the PO was created.
  3. Buyer’s Details: Information about the construction company or contractor issuing the PO, including company name, address, and contact details.
  4. Seller’s Details: Information about the vendor or supplier, including company name, address, and contact details.
  5. Description of Goods or Services: Detailed specifications of the materials, equipment, or services purchased, including type, size, quantity, etc.
  6. Price and Terms: Agreed-upon prices for each item or service, any discounts, and the overall total. It may also include payment terms (e.g., net 30 days).
  7. Delivery Details: Information about where and when the materials or services should be delivered, including the project site or any specific location.
  8. Other Terms and Conditions: Any other contractual terms, like warranties, return policies, penalties for delays, or other stipulations relevant to the purchase.

 

In the context of construction:

  • Purchase orders help manage and track expenditures, ensuring that purchases align with the project’s budget.
  • They act as a record of authorized transactions, helping avoid supplier disputes or misunderstandings.
  • POs also assist in inventory management, allowing for coordination and planning regarding when materials will arrive on-site.

 

Before a vendor gets paid, the delivered materials or completed services are typically matched against the purchase order to ensure that they correspond in terms of type, quantity, and price. This three-way match (between the PO, the delivery receipt, and the invoice) is an essential step in the accounts payable process to validate transactions before payment.

Both purchase orders (POs) and subcontracts are crucial documents in the construction industry, facilitating the procurement of goods and services. However, they serve different purposes and have distinct characteristics:

  1. Nature of the Document:

 

    • Purchase Order (PO): A PO is a formal document issued by a party (like a general contractor) to a supplier or vendor authorizing the purchase of specific materials, equipment, or services at a stipulated price. It becomes a binding contract once accepted by the vendor.
    • Subcontract: A subcontract is a contract between the primary (general) contractor and a subcontractor. This document outlines the scope of work that the subcontractor is responsible for, including tasks, timelines, and payment terms.

 

  1. Usage:

 

    • PO: Used for procuring materials, equipment, or specific services needed for the project.
    • Subcontract: Used to delegate a portion of the construction work or services (that the general contractor is obligated to perform) to a subcontractor.

 

  1. Complexity and Detail:

 

    • PO: Generally, a shorter document detailing the type, quantity, and price of the goods or services being procured.
    • Subcontract: Often a more comprehensive and detailed document that encompasses terms and conditions, scope of work, payment schedules, performance expectations, dispute resolution mechanisms, insurance requirements, etc.

 

  1. Payment Terms:

 

    • PO: Typically contains specific payment terms, such as net 30 days or upon delivery.
    • Subcontract: Includes more detailed payment structures, like progress payments based on milestones or specific schedules.

 

  1. Duration:

 

    • PO: Usually pertains to a one-time or series of purchases over a short period.
    • Subcontract: Covers the duration of the subcontractor’s involvement in the project, which could be weeks, months, or even years.

 

  1. Relationship:

 

    • PO: Establishes a buyer-seller relationship.
    • Subcontract: Establishes a contractual relationship where one party entrusts a portion of their primary contractual obligations to another party.

 

  1. Terminology:

 

    • PO: Terms like “buyer” and “seller” or “vendor” are commonly used.
    • Subcontract: Terms like “general contractor” (or “prime contractor”) and “subcontractor” are used.

 

In essence, while POs and subcontracts are tools for procuring necessary components for a construction project, a purchase order focuses on goods and specific services, whereas a subcontract deals with delegating a portion of the construction work to another entity.

In the construction industry, the preparation of purchase orders (POs) can involve multiple individuals or roles, depending on the construction firm’s size and structure and the project’s complexity. Here are the typical roles or individuals involved in preparing purchase orders in construction:

  1. Project Managers: They often initiate or prepare POs for materials, equipment, or services specific to their project. Project managers clearly understand the project’s requirements and timelines, making them well-suited to determine what needs to be procured and when.
  2. Site Engineers or Construction Managers: These professionals might identify the need for specific materials or equipment on the actual construction site. They can prepare or request a PO based on the project’s immediate requirements.
  3. Quantity Surveyors or Estimators: These professionals, responsible for estimating and quantifying materials and costs, might recommend or initiate POs based on their calculations and the project’s specifications.
  4. Purchasing or Procurement Department: Larger construction firms often have dedicated purchasing or procurement departments. In these settings, while the need for purchase might be identified by on-site personnel or project managers, purchasing agents or procurement officers within this department may prepare, negotiate, and issue the PO.
  5. Contract Administrators: In some construction firms, contract administrators handle contractual aspects, including issuing POs to suppliers or subcontractors, ensuring that all terms are clearly defined and in line with the project’s contract.
  6. Administrative Staff: In smaller construction firms without a dedicated procurement team, administrative staff or office managers might be tasked with preparing and issuing POs under the direction of project managers or company owners.

 

Regardless of who prepares the purchase order, there’s usually an internal review and approval process. This might involve senior management, the finance department, or other designated approvers to ensure that the PO aligns with the project’s budget, contractual obligations, and overall procurement strategy. Once the PO is approved internally and sent out, it becomes a binding agreement when accepted by the supplier or vendor.

 

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See for yourself how simple and efficient can construction purchase order software be​

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