Frequently Asked Questions

MaterialPro brings construction requisitions, supplier quotes, purchase orders, deliveries, invoices and inventory into one workspace. Supplier documents stay attached to their records, and automatic reading fills in document details for your team to review when available. Connected records help purchasing, site and finance teams follow an order from request to payment. Results depend on your documents and workflow.

Most construction firms still buy materials the way they did 20 years ago — phone calls, emails, spreadsheets, and manual data entry. Quotes are scattered across people's inboxes, POs don't match what actually showed up, and invoices sit for weeks because nobody can find the original paperwork.

MaterialPro puts it all in one place, visible to your whole team. When a supplier sends a PDF quote, attach it to a draft PO: when automatic reading is available it fills in the line items for you to check, so nobody re-keys them from scratch. When materials arrive, your crew snaps a photo of the delivery ticket and attaches it to the delivery. Automatic reading fills in the quantities when available, and site staff record any short or damaged items against the order.

The big one is whatever's keeping you up at night — cost overruns, dropped communication, and hours lost to paperwork and data entry. Here's what we usually see:

Your field crew orders materials by calling or texting the office, which causes delays and miscommunication. Delivery tickets go missing, so AP can't match them when invoices land weeks later. You find out about budget problems at month-end instead of the moment they happen. And everyone spends too much time keying data instead of building.

MaterialPro fixes this by giving everyone a live view of what's going on. PMs see exactly what's ordered, received, and invoiced on their jobs. Field crews request materials right from the site. Accounting clears invoices faster because they're already matched to the PO and delivery. And committed spend against each project budget is visible as orders are placed, not at month-end.

MaterialPro shows you which materials you buy the most and how their prices have moved over time. Each material has a price history with the average and latest price, so you can see when a price is above what you usually pay.

It also makes it easy to spot which vendors you buy from most, so you can go after volume pricing. When you take on a new job, use that history to decide which items to send out for quotes first.

Attach a photo or PDF of the receipt and enter the supplier, amount, tax and line items. When automatic reading is available, it fills these in from supported image and PDF uploads. Readability and document layout affect the result, so review the details before saving.

Photograph the delivery ticket or packing list and attach it to the delivery. Pick the order it belongs to, then confirm the quantity received on each PO line. When automatic reading is available, it fills in the document number, date, supplier and item quantities and suggests the order. Review those details before confirming receipt.

Attach a supported image or PDF to the order, invoice or receipt and key the descriptions, quantities and prices from it. When automatic reading is available, it fills in a draft from the document instead. Either way, compare the draft with the original and correct any differences before issuing an order, approving an invoice or making a payment. See the Privacy Policy for information about data processing.

You can review and correct extracted details before saving. Compare the result with the original document, especially quantities, unit prices, tax and supplier details. Human approval remains part of the workflow; extracted details are not guaranteed to be accurate.

MaterialPro can interpret different layouts in supported image and PDF formats, but results vary with readability and document complexity. If a format does not work, contact support@materialpro.io with a redacted example and a description of the problem.

Record the unit used by each order item and verify it against the quote and delivery document. Where purchasing and receiving units differ, confirm the conversion with your supplier and test that workflow in a demo.

One flat price for your whole company, with unlimited users. Every plan is billed annually: Pro starts at USD 499 a month (USD 5,988 a year, up to 10 active projects) and Business at USD 999 a month (USD 11,988 a year, unlimited projects). No setup or onboarding fees.

Enterprise is custom-priced. Request a quote and our team will send you one.

Evaluate value against your own workflow: time spent entering documents, chasing delivery records, comparing quotes and reviewing invoice differences. Walk through these tasks with us in a demo to estimate them for your team. Savings and return on investment depend on usage and are not guaranteed.

Consistent records can help your team review material costs and plan future purchasing. Use project, supplier and price history to support decisions, and verify the reports and exports that your business needs in a demo.

You're billed in USD by MaterialPro Technology Limited (Hong Kong), the company that provides the service. Because the charge comes from outside the US, some cards add a foreign transaction fee; check with your card issuer.

Start with the sample workspace, invite colleagues and try one project. Import the data you need and configure roles and approval steps. If you need an ERP connection, assess the system and required data flow with our team before planning your rollout.

Yes. Book a demo and we'll walk through MaterialPro with your own workflow: requisitions, quotes, POs, deliveries and invoices. When you're ready, we'll send a quote and set up your workspace with you. Every plan is billed annually.

Email support@materialpro.io for help. Include the workflow you were using and the problem you encountered, and redact sensitive data from examples. Enterprise onboarding and support arrangements are agreed with our team.

Change management is always a challenge, and we've learned a lot about making the transition smoother. The key is showing quick wins early. When the field crew realizes they can check warehouse stock from the palm of their hand instead of calling the office, they get genuinely excited about the tech.

We train people on their specific role rather than trying to teach everyone everything. A superintendent needs to know different things than an AP clerk. When training maps to each person's day-to-day work, adoption moves much faster.

We also recommend starting with your most tech-savvy or most influential team members. Once everyone else sees those early adopters succeeding, resistance tends to fade fast.

Decisions usually involve a few stakeholders, since MaterialPro touches several parts of your operation. Your operations leadership, purchasing, and project management teams need to understand the process changes and buy into the new workflows. Your accounting team needs to know how approved bills reach QuickBooks (CSV export today; no live sync) and how that affects AP. And IT typically wants to review security and technical requirements.

We're happy to demo for different groups and answer the specific questions each team cares about. Getting everyone aligned up front makes implementation smoother and ensures you get the most value from the system.

Track project budgets and procurement records in MaterialPro to review committed and actual spending. Confirm how your team will enter budgets and cost codes during setup. Any ERP budget synchronization requires a separately confirmed integration.

Review spend and records by project, vendor and cost code. Every PO line shows ordered, received and invoiced quantities, and each cost code shows its estimate against committed spend as POs are created.

price history shows each material's purchase history, average price and latest price, so a price above what you usually pay stands out.

Supported screens export to CSV; export options vary by screen, so test the reports you need in a demo.

Not as a dedicated agreement. MaterialPro doesn't hold an agreed quantity and price for you to draw orders from over time, and an accepted quote doesn't fix the price on later orders.

What you can do today:
• Send an RFQ, compare the quotes side by side and award each line to the best price
• Generate POs from the awarded quote, one per vendor
• Track ordered, received and remaining quantities on every PO line
• Check invoice prices against the PO during three-way matching

If you agreed a price with a vendor, issue each order as its own PO at that price and the invoice will be checked against it.

Authorized users can revise purchase order details and follow the order history. Confirm the approval and supplier notification steps your team needs before issuing revised orders. ERP change-order posting is subject to the agreed integration scope.

Upload supplier invoices, enter the details and compare them with purchase orders and delivery records. When automatic reading is available, invoices you upload or send to the configured invoice inbox are read into a draft for review. Authorized reviewers can investigate differences before approval. It handles the bills your suppliers send you; it doesn't issue invoices or file sales tax. Confirm the documents your finance team needs in a demo.

Yes. Give each person a role, permissions and an approval limit. Anyone with approval permission whose limit covers the amount can approve a PO or bill; the person who raised it can't, unless they're an owner. There are no per-project approver lists or fixed multi-step chains yet.

Every line on a requisition or purchase order links to an item in your item database. That keeps receiving, stock levels and price history accurate. For something you've never bought before:

• Start typing in the item field. MaterialPro searches your item database as you type.
• If it isn't there, create it right from the same picker (name, unit, category and, if you like, a cost code). It's saved to your item database, ready for next time.
• Check the search results for a close match before you create a new item, so the same material doesn't end up listed twice under different names.
• Adding a lot of items at once? Import them in bulk on the Inventory page.

Track purchases and deliveries for prefabricated components with project and order records. A dedicated factory production or quality-control workflow is not included in standard procurement; discuss any additional requirements with our team.

Use invoice and receipt records to capture project expenses and assign cost codes. Accounting entries, employee reimbursements and ERP posting must follow your company’s accounting process and any separately agreed integration.

Bills without a purchase order are supported. When you add a bill, choose No PO, then pick the supplier and the project it's charged to.

• There's nothing to three-way match, so the bill goes through the normal verify-and-approve flow.
• Add a cost code on each line to charge it to a budget line. MaterialPro doesn't fill in default cost codes automatically.
• Bills for materials you ordered should still go against their PO, so they're checked against what was delivered.
• For small site purchases, you can also record a receipt and mark it as job cost (with a cost code) or overhead.

Posting a bill straight to a GL account isn't supported.

You can record equipment and rental services as purchase order items with quantities, units and prices. Confirm any rental period tracking, return reminders and accounting requirements with our team before relying on a specialized rental workflow.

Use purchase order records for materials, equipment and services. Define item descriptions, quantities, units and prices, then track delivery and related invoices. Confirm any rental, retention or subcontract billing requirements with our team before relying on a specialized workflow.

Not yet. Each person gets an approval limit, and it applies across the whole company: anyone with the right permission can approve a PO or bill on any project, up to their limit. Above that, someone with a higher limit approves. There are no per-project approver lists or fixed multi-step chains.

No. MaterialPro runs in your phone's browser, so there's nothing to download or install. Field teams sign in with the same account and can:

• See the projects they're assigned to
• Submit material requisitions with a needed-by date
• Approve requisitions, POs and invoices if their role allows it
• Receive deliveries by photographing the delivery ticket and recording short, rejected or damaged items
• Photograph receipts and submit them for approval
• Check stock in each warehouse or site store

It needs a mobile data or Wi-Fi connection to work.

Yes — field users can submit material requisitions from a phone or tablet browser, and users whose role allows it can create POs.

• Pick items from your item list or type a new description
• Add quantities and a needed-by date for each line
• Approvers review and approve the requisition, then it can be converted into a PO
• When automatic reading is available, you can also photograph a handwritten list or upload a PDF to fill in the lines, then check them before submitting

It depends on the role. Each role controls which screens a user can open, so a field role can be limited to requisitions and receiving, with no access to POs, invoices or budget reports, while PMs and the office see full cost and budget figures.

Some companies give the field more visibility so crews think about cost; others keep them focused on getting the right materials. There's no per-user setting that hides only unit prices, so if you need one, raise it with us in a demo.

Yes. When a delivery is received, on a computer or a phone, each PO line can be marked with what went wrong:

• Choose an issue type: rejected, damaged, short, over-delivered, wrong item or other
• Add photos of the load to the delivery record so the problem is clear
• Every issue is listed on the Receiving Issues page with its status, so the office can follow it up and mark it resolved

When you save the delivery, the flagged lines are emailed to the supplier automatically if they have an email address on file, and you can resend the notice from the delivery. Problems no longer get lost in a phone call or a text thread.

Create the PO in your phone's browser before the pickup, so you can give the vendor the PO number at the counter. If someone pays at the counter without a PO, photograph the receipt, assign it to the project and submit it for approval.

Reserving a PO number first and filling in the lines later from the delivery ticket isn't available yet.

The inventory module lets you track material stock across your main warehouse and site stores. Each store has its own balance, and every receipt, issue, return and transfer is recorded.

Field crews can check stock from their phone before heading to the warehouse.

Here's the inventory feature list:

• Set up warehouses and site stores
• Receive deliveries into a store
• Transfer stock between stores, with in-transit quantities shown
• Issue stock to a project with a cost code, and record returns
• Set a minimum per item: items below it are marked low and appear on the low-stock list (there are no push alerts)

• Create a warehouse or site store and assign it to a project
• Receive that project's deliveries into the store, so its stock goes up
• Issue stock to the project with a cost code as the site uses it, and record returns
• Field users can request stock from the store on their phone, and the storekeeper handles the request
• Transfer stock between stores at any time, with in-transit quantities shown

Every receipt, issue, return and transfer is recorded, so each store's balance stays current.

No. Vendors need no account, no password and no training.

• RFQs: the vendor gets an email with a secure link and enters their quote online, with no login
• Invoices and delivery tickets: vendors keep sending them the way they do today, and your team attaches them to the record (automatic reading fills in a draft to check when available)
• Receiving issues: flagged lines are emailed to the vendor automatically when you save the delivery (if the vendor has an email on file), and your team follows up from the issue record

Your own process gets faster without adding work for the vendors you rely on.

Each vendor's page shows your history with them: how many POs you've placed, total spend and how many quotes they've sent. Receiving issues and invoice discrepancies stay on each document, and the delivery issues list names the vendor on every issue, so you can look back at any time.

When you sit down with a vendor, you can point to the record rather than gut feel or a one-off incident.

Not out of the box: there is no built-in ERP connector today, and QuickBooks Online works through CSV export (see below). If you need a link to another system, tell us which one and what has to flow between them, and we'll tell you before you buy whether it's feasible. You can run purchasing in MaterialPro without one.

There is no live connection yet. Export approved bills and vendors as CSV files, then review them and import them into QuickBooks Online. In the US, QuickBooks' built-in bill CSV import needs QuickBooks Online Advanced or higher. On Simple Start, Essentials or Plus, use a third-party CSV importer app that supports bills, or enter the bills by hand. We haven't certified any importer app and have no partnership with one. Our import guide lists every column in the bills file and the QuickBooks field to map it to. Try it with a few bills in a demo to check vendor names and your chart of accounts.

Supported screens offer CSV exports for procurement and reporting data. Export availability varies by record type. Try the exports needed for your reporting process in a demo, and discuss additional integration requirements with our team.

Each MaterialPro workspace represents an organization. Multi-company ERP connections need a separate assessment of company boundaries, access and data mapping.

You can belong to more than one workspace and switch between workspaces you are authorized to access. Each workspace keeps its own data and permissions. Enterprise contracting and multi-company integration requirements are agreed separately.

Yes, with our help. Supported screens export to CSV whenever you like. For a full export of your workspace, including attached files, contact support before you close your account and we'll prepare it with you.

Book a demo. We'll walk through the documents and approval steps your team needs on sample records, discuss your workflow, and send a quote before you commit.

Start with one project and expand after validating your workflow. The available features depend on your selected plan; subscriptions are priced per company with unlimited users. Confirm any requirement to purchase a standalone module with our team.

Before choosing MaterialPro, evaluate the workflows, data exports, support arrangements and contract terms your business needs. Our team can discuss those requirements and show the product in a demo.

Contact our team to ask whether an approved customer reference is available for your industry and region. Customer introductions require that customer’s permission.

Evaluate the complete workflow: requisitions, supplier quotes, orders, deliveries, invoice matching and stock records. MaterialPro connects these records, keeps supplier documents with them (automatic reading fills in drafts for you to check when available), and offers configurable approvals. Use a demo to compare the features your team needs and confirm any integration requirements.