Pay for the tons that reached the jobsite, not the tons on the invoice.
The quarry's month-end invoice is matched line by line against the PO and the loads the field recorded. A line billed above what arrived turns red, and nobody can approve it without writing down why.
Three places civil jobs lose money
Each demo is the real app with sample figures in USD. RFQ means request for quotes; PO means purchase order.
- 01What we hear
“The cheapest price per ton was picked up at the pit. Trucking added $10,800.”
Compare quarries on the delivered cost, not the rate
Each quarry's rate and its trucking charge sit in one comparison. Award best price picks the lowest total including charges, even when another quarry has the lower price per ton.
Saves money|Trucking is priced in before you commit to 1,200 tons.
- 02What we hear
“Two joints of pipe came off the truck cracked. The driver just wants a signature.”
Refuse cracked pipe on the phone before you sign
Open the PO on the phone, key the joints accepted and the joints refused, and note why with a photo. Refused pipe isn't booked as received and stays owed on the PO.
Saves money|Cracked pipe goes back on the truck, not onto the bill.
- 03What we hear
“We found out storm drainage was over budget at closeout.”
See each package's committed cost against its estimate
Give each work package a cost code on the estimate. Every PO counts against its code once it's approved, so storm drainage, earthwork and paving each show what's committed and how far over or under the estimate they are.
Saves money|You see 33-4000 Storm drainage go over at the next approved PO, not at closeout.
Keep the specification with the order
Record the size, grade and buying unit on each line, then use the order to check what arrives and what is billed.
- Crushed stone by gradation (#57, #8, ABC) and ton
- Aggregate base and pipe bedding stone
- Reinforced concrete pipe by diameter, class and joint length
- Geotextile fabric by weight, width and roll length
- Manhole frames and covers by opening size and load rating
- Pipe gaskets, couplings and drainage fittings
Civil & drainage
Before you start
Can we buy stone by the ton and pipe by the joint?
Yes. Each material keeps the unit you buy it in. Receive stone in tons and pipe in joints or linear feet, and ask every supplier to quote in the unit on your RFQ.
Does the system read the scale ticket?
The foreman photographs the ticket and picks the PO; when automatic reading is available it finds the PO and records the ticket number and date. He keys the tons himself, and the photo stays with the delivery record for the office.
Can storm drainage costs stay separate from paving?
Yes. Give each package its own cost code on the project estimate. Approved POs count against their code, so each package shows its committed cost against the estimate.
On the same project
Procurement for the other trades
Concrete
Price the whole pour, get the PO approved in time and never pay for a truck you sent back.
Masonry
Know what each block order still owes, award line by line and keep ties and mortar in stock.
Electrical contractors
Price wire size by size, use the wire you already own and pay the price on the PO.
Match your next quarry invoice against what arrived
Start with one jobsite and one PO. Everything else can stay the way you work today.