What used to take a half hour per invoice now takes minutes with Field Materials.
High Purity Systems, a leading mechanical contractor based in Virginia, provides a wide range of services that include process piping installation, orbital welding, custom fabrication, BIM and VDC consulting, and skid system fabrication. With over 35 years in business, more than 8,000 jobs completed, and a 91% repeat customer rate, the company is known for its precision, quality, and reliability in highly regulated industries like aerospace, biopharmaceutical, semiconductor, and water treatment.
As the company continued to manage complex projects, it identified the need to streamline its procurement processes with building materials software.
Before Field Materials, finding the right PO line item for each packing slip felt like “looking for a needle in a haystack.” – Michelle
Before adopting Field Materials AI, Michelle, the Materials Administration Manager, had to handle material receiving and invoice matching by hand, which took a lot of time.
Michele had to jump between different software systems to match packing slips, invoices, and purchase orders. High Purity Systems often had large purchase orders with many similar line items. Since there was no easy way to sort or search, finding the right PO line item for each packing slip felt like “looking for a needle in a haystack.”
Each invoice took 30 minutes or more to process. If something didn’t match, Michelle often had to start over. Many invoices had tens of line items that looked almost identical, which made the work slow and easy to mess up. Michelle had to scan each line to find matching dollar amounts and re-check the same items again and again if the numbers were off by even a penny.
“I had to manually scan every (almost identical) line item to find matching dollar amounts, re-checking the same line items multiple times if even a penny didn’t match. It was like finding a needle in a haystack.” – Michelle
After adopting FM building material software (integrated with Viewpoint Vista), project managers instantly create purchase orders from supplier quotes. They simply drag and drop the quote into Field Materials and the AI agent scans the quote, creates an itemized purchase order, and assigns the correct cost codes to the items. They also upload delivery slips sent by foremen, which the AI agents automatically match to the correct PO and pre-fill received quantities to make tracking easy.
Michelle forwards all the AP invoices to Field Materials AI, which automatically matches them to the corresponding purchase orders. The AI instantly highlights any discrepancies in red. Michelle then either approves the invoice if it has no issues or kicks it back to the project manager for further review. Instead of checking line by line, Michelle can quickly see received and invoiced quantities, as well as any items that need attention.
“Oh, it’s super easy now. What once took half an hour per invoice now takes just a few minutes.” – Michelle
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Field Materials AI eliminated repetitive manual data entry and automated the identification of any issues in supplier invoices. All materials ordering and invoice reconciliation now live in one place, which dramatically reduced frustration and rework for High Purity Systems.
