Pay the price on the PO, not the price on the invoice.
When the supplier's invoice comes in, every line is checked against the PO and what the field received. A line billed above the PO price turns red, and nobody can approve the invoice without writing down why.
Three places mechanical jobs leak time and money
Each demo is the real app with sample figures in USD. RFQ means request for quotes; PO means purchase order.
- 01What we hear
“Three suppliers, three spreadsheets, and the valve schedule changed again.”
Compare valve quotes line by line and give each line to the lowest price
Send one RFQ with the valve schedule and every supplier's prices line up line by line. Award best price gives each line to its lowest quote, and Generate POs creates one PO per supplier, ready for approval.
Saves money|Each line goes to its cheapest supplier, not the whole schedule to one.
- 02What we hear
“The crane's booked for the AHUs on the 9th. When are they actually showing up?”
See the supplier's date right next to the date the jobsite needs it
Every PO's expected delivery date and every requisition's needed-by date sit on one calendar. Open either one for its status, vendor and amount, and you'll see when equipment is due later than the jobsite needs it.
Saves hours|No calling around for the latest delivery date before the crane is booked.
- 03What we hear
“The boxes say FCU-10. Two of the nameplates say FCU-08.”
Refuse the wrong models at the gate, on the phone
The foreman opens the PO on his phone, keys the units accepted and the units refused, and notes why with a photo. Only the right units are booked as received; the refused ones stay owed on the PO.
Saves money|Units you sent back never get paid for.
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.
- 2" Class 150 ball, gate and check valves
- Schedule 40 black steel pipe by NPS · 21' lengths
- Weld-neck flanges and butt-weld fittings
- Air handling units by equipment tag
- Fan coil units by model and CFM
- Rooftop units (RTUs) by tonnage, with curbs
- Line sets by size and length
- Galvanized duct, fittings and flex duct by size
- Pipe insulation by thickness and pipe size
Mechanical contractors
Before you start
What happens when the supplier's invoice doesn't match the PO?
Each line is checked against the PO price and the quantity the field received. A small difference inside your tolerance (by default 5% on quantity and 2% on price) shows amber and can still be approved. Beyond it the line turns red, and the invoice can't be approved until someone records a reason.
Do suppliers have to send their quotes in a particular format?
No. Suppliers can price the RFQ through its quote link, or the buyer enters their prices. Either way the quotes line up on the same lines, so a 2" Class 150 valve is never compared with a different size or pressure class.
What if an equipment delivery date moves?
Change the expected date on the PO and the calendar moves it, right beside the requisition's needed-by date, so the buyer and the jobsite are looking at the same plan.
On the same project
Procurement for the other trades
Electrical contractors
Price wire size by size, use the wire you already own and pay the price on the PO.
Insulation & fireproofing
Spot the quote that skipped a line, refuse off-spec board and pay the price you were quoted.
Framing & drywall contractors
Refuse broken board at the gate, deliver floor by floor and catch charges nobody agreed to.
Check your next valve invoice against the PO
Start with one job and one supplier. Everything else can stay the way you work today.