Purchasing & Procurement
Buy what the job needs. Keep the cost with the job.
Keep purchasing tied to the work so you know what has been ordered, what is still needed and where the money went.
Overview
Know what needs buying, what has been ordered, what it cost and which job it belongs to.
Buying the stuff is usually the easy bit. Keeping track of it is where things get messy.
Someone needs steel for one job, a gearbox for another and a subcontractor for a third. Orders go out. Prices change. Deliveries move. Then the invoice arrives and someone has to work out which job it was for.
WorkGuru keeps purchasing tied back to the job, so you can see what was bought, who it came from and what it actually cost.
What’s inside
Everything in Purchasing
Purchase Orders
Create purchase orders that stay connected to the supplier and the job.
Supplier Management
Keep supplier details and purchasing information together so the next order does not start from scratch.
Purchasing Against Projects
Tie materials, parts and outside costs back to the work that actually used them.
RFQs / Supplier Quotes
Send the same request to suppliers, keep the responses together and choose who you want to buy from.
The reality
Why you need it
“Did we order that yet?”
You should not need three phone calls to find out.
The material turns up, but nobody knows which job it is for.
The order needs to carry the job with it.
The price changed after the quote went out.
You need the real buy cost on the job, not the number you hoped for.
Someone buys something quickly and the paperwork catches up later.
That is where costs start disappearing.
The same supplier is being used by half the business.
Keep the supplier details and purchase history somewhere useful.
The job is finished before all the supplier bills arrive.
You still need those costs to land on the right job.
How it works
How it works
01
Work out what you need
02
Raise the order
03
Send it
04
Keep an eye on it
05
Get the real cost onto the job
What you get out of it
What changes
Know what has been ordered
Stop guessing whether someone already bought it.
Know what you are still waiting on
See the hold-up before it becomes a workshop problem.
Keep costs on the right jobs
The project should carry what you bought for it.
See real buy costs
Know what the supplier actually charged.
Make invoicing and job costing cleaner
Less working backwards at the end trying to rebuild what happened.
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Discovered their contract work wasn’t profitable.
We didn’t wanna pay 100 grand upfront for a program – but then we found WorkGuru.
Nick Mazzella, Administrator, Frontline Trays & Trailers
Fit
Will it work the way we do things?
“We buy a lot of things outside the original quote.”
That is exactly why the real purchase should stay with the job.
“Our guys buy things on the fly.”
That happens. The aim is to keep enough of the purchase trail that the cost still lands where it belongs.
“We already use accounting software for bills.”
Keep using it. WorkGuru is there to connect the purchase to the job before it becomes just another accounting transaction.
“Some purchases are not for a job.”
That is fine. Not every purchase needs to be project-based.
“Prices move all the time.”
Then the real buy price matters even more.
By trade
Where this gets used
FAQs
Purchasing questions
Can we create purchase orders in WorkGuru?
Yes. Purchase Orders are part of the purchasing workflow.
Can purchases be linked to individual jobs?
Yes. Purchases can be kept against the job they are for.
Can we manage suppliers?
Yes. Supplier information can be kept with the purchasing side of the business.
Can we compare what we allowed for with what we actually bought?
Yes. Real purchasing costs feed into the picture of what the job actually cost.
Does Purchasing replace our accounting software?
No. WorkGuru handles the operational side of the purchase and works alongside your financial system.
Show us what you buy for a job.
We will show you how WorkGuru keeps the order, supplier and cost tied back to the work.