Construction purchase order software that codes every order to the job

Bollard is configured around jobsites, an equipment yard and the people who sign for spend. A site foreman raises a site material requisition, the project manager approves it, and the commercial director signs off anything above the project manager's limit. Goods come from a supplier on a purchase order or from the yard as a transfer.

Bollard takes each request from the foreman through approval, the purchase order, receipt on site and the invoice match. Planning, scheduling and estimating stay in the construction tools you already use. This is a configuration Safock sets up for contractors who buy across live sites, mapped to your terms during discovery.

A site material requisition is the foreman's request for materials, listing items, quantities, a required date, the project and the cost code. In Bollard, the foreman picks items approved for that jobsite from the item master, and Bollard estimates the total from item-master costs.

The approval route shows before the requisition is sent, so the foreman knows whether it stops with the project manager or goes on to the commercial director. Each requisition also carries a reason, so the project manager sees why the materials are needed as well as what they cost. A draft takes under a minute.

Code them at the request, before anything is ordered. Every requisition is coded to a project and cost code, and the code carries through to the purchase order, the receipt and the invoice. Nobody has to allocate the spend after the fact. A cost report by project then reads from the same records finance pays from.

The dashboard shows committed value at each stage from request to payment, so a commercial team can see what a project has on order before the invoices arrive. The assistant answers questions such as which invoices failed the match this month, limited to what each person's role may see.

Track each hire from on-hire to off-hire against the order that raised it. In this configuration, plant hire is ordered at its agreed rate, and the on-hire and off-hire dates are recorded against the hire. When the hire company's invoice arrives, finance can check the billed period against the recorded off-hire date.

Hire that keeps billing after the machine has gone back is the cost this rule is aimed at. A recorded off-hire date gives the commercial team a fixed point to hold the invoice against.

The site records the delivered quantity from the weighbridge ticket when it receives the load. Aggregate, asphalt and other bulk materials are billed by weight, so the receipt holds the weighed tonnage against the purchase order line.

When the supplier's invoice is entered, the three-way match compares it with the order price and the accepted quantity on each line. An invoice for more tonnes than the tickets support fails on quantity, and payment cannot be raised until it matches.

The equipment yard works as the central store. It holds live balances with reorder points and sends stock to jobsites as transfers, dispatched at the yard and confirmed by the site when it arrives.

Each jobsite sees only its own records, enforced with row-level security in the database. Head office and finance see every site, and the append-only audit trail shows every change to every order with before and after values.