“It’s saving our AP team a ton of time. You can approve an invoice in just a few seconds now.”
Madison Mechanical Contracting is a full-service mechanical contracting company that specializes in plumbing and HVAC for commercial, residential, and private buildings. Working on projects in Virginia for over 100 years, they’re experts in building, remodeling, and refurbishing jobs to the highest standards.
Despite their reputation, the team’s procurement process had room for improvement. Like many construction firms, Madison Mechanical relied heavily on spreadsheets, email communication, and manual data entry into Sage 300 CRE to manage purchasing and invoice approvals.
“We had Excel spreadsheets for every single job. Our guys would email packing slips to AP, who had to manually match them to supplier invoices and quotes. It was really laborious.”
Before adopting Field Materials construction procurement software, Madison Mechanical handled purchasing with Sage 300 CRE, which was laborious and required lots of manual work. Each project began with a list of materials requested by field crews, which were then priced with suppliers and tracked in Excel. Every job had its own PO log, and purchase orders were generated and managed manually.
Once materials were delivered, packing slips were photographed and emailed to accounting, where they were manually matched with corresponding invoices and supplier quotes. Before being approved, each order required line-by-line verification of quantities and pricing, which was time-consuming and prone to errors.
Another challenge involved managing the company’s extensive item database. Field teams struggled to choose the correct item for accurate pricing given the huge number of choices. This disconnect between ordering, receiving, and accounting often slowed down operations and added unnecessary administrative work.
“Before, you had to go line by line—receiving, pricing—it took forever. Now, you can approve an invoice in a couple of seconds.”
Madison Mechanical chose Field Materials as its construction procurement software that is seamlessly integrated with Sage 300CRE.
Cody, the Procurement Manager at Madison, led the implementation by importing the company’s item database from Sage 300 CRE and configuring Field Materials to perfectly align with the team’s existing workflows. Field Materials AI replaced Excel and emails and became the platform of record for managing quotes, purchase orders, deliveries, and invoices.
Using item aliases in Field Materials streamlined ordering for the field staff and reduced errors for accounting when processing invoices. Invoice approvals now take seconds instead of 5 to 10 minutes.
Madison Mechanical also credits Field Materials’ customer success team for ensuring a smooth implementation and providing ongoing support.
“My goal was to upload all of our item data so prices stayed consistent, it’s seamless.”
“It’s been a pretty seamless transition from our sales rep to customer success. The support we’ve gotten has been excellent.”
