About This Automation
Materials procurement for construction projects involves collecting requirements, requesting quotes from multiple suppliers, and manually comparing prices before placing orders. Manual quote collection and transcription consume significant time and introduce data entry errors.
Automation captures supplier quotes directly from email, extracts pricing and terms automatically, and generates purchase orders in the accounting system. Orders reach suppliers the same day instead of after a multi-day review cycle.
Top friction points when done manually
The issues teams report most often with this process
Automation readiness
How well-suited this process is for automation
How The Automation Works
The full workflow, from trigger to completion.
Project manager submits material requirements via a form or email. The automation detects the request and extracts material list, quantities, and delivery date.
The automation platform routes the material request to a supplier-matching that identifies the appropriate suppliers based on material type and past performance.
Automated emails are sent to selected suppliers with the material list, quantities, and required delivery date. Each email is personalized with supplier name and contact details.
Incoming supplier quotes are captured from email and parsed by the automation. Quote data (unit prices, totals, delivery dates, terms) is extracted and structured into a comparison table.
Parsed quote data is automatically written comparison table, sorted by total cost and delivery date. The spreadsheet is shared with the procurement team for review.
Once the best-value supplier is selected (manually or by rule), the automation creates a purchase order with all line items, pricing, and delivery details, then emails it to the supplier.
Order details are automatically logged, including supplier, expected delivery date, and order status. A notification is sent to the project manager confirming the order has been placed.
Most popular tool stack used
— the complete tool combinations companies use
Google Sheets
Gmail
QuickBooks Online
HubSpot
Microsoft ExcelWhat you get when you map this process
Everything you need to understand, plan, and build your automation.
ROI and business case
What this process costs today and what changes once it's automated.
Launch schedule
What gets built, in what order, and what success looks like once it's live.
Process runbook
How the automation runs day to day, including exceptions and human decision points.
Developer handover pack
Full build spec, logic, and configuration — ready to hand off without a briefing call.
Integration and connections guide
Every tool connection, credential, and data mapping the build needs.
Test and QA plan
Every scenario checked and signed off before the automation goes live.
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Frequently asked questions
Everything you need to know before mapping this process.
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