From the moment an order is placed to when it hits the jobsite – Field Materials AI connects everything.
Optima RPM is a full-service general contractor headquartered in Irvine, California, with an international presence in Cairo, Egypt. Founded in 2011, Optima has grown into a trusted national contractor specializing in the construction of restaurant, retail, entertainment, government, institutional, and residential projects. Functioning as a “well-oiled machine,” Optima performs 70% of their trades in-house, using Procore to provide real-time access to project data to its stakeholders. As Optima continued to expand its portfolio, however, they found Procore wasn’t enough to manage their growing procurement needs.
From the moment an order is placed to when it hits the jobsite – Field Materials AI connects everything.
Before adopting Field Materials AI, Optima’s procurement workflow was manual and inefficient. Field teams were constantly calling Mando Ezzat, the procurement manager, to request orders, get updates on order statuses, delivery timelines, or follow-ups with suppliers. This flood of calls disrupted productivity and things slipped through the cracks. There was no way for the field to track which orders were placed, what were their expected delivery dates, which materials were backordered and which were already delivered to the jobsite. When Mando didn’t hear from the field team about orders placed for a job, he assumed everything was fine.
Optima RPM tracked purchase orders both in Excel and Procore. The procurement team had to wait for accounting to create POs, which led to consistent delays in placing orders with vendors. For smaller requisitions coming from the field such as plywood, drywall, or nails, foremen either called or texted the office. This meant that some order details were often either incomplete or lost.
Even though Optima used Procore and Excel to track orders sent to different vendors, the field teams didn’t have access to these records and didn’t confirm received quantities on jobsites. As a result, Optima’s procurement process missed the important link between the original order and the receipt of materials.
Every five minutes I had a phone call from the field asking me something! Not to mention the constant emails. It was driving me crazy!
Since implementing the FM construction procurement software integrated with Procore, Optima has completely transformed how it manages purchase orders. The field teams now use the mobile app to submit material requisitions. No more phone calls and text messages that made ordering so time consuming for both the field and the office staff.
The procurement team no longer depends on accounting to create POs. Instead, they create all purchase orders in Field Materials without needing to wait. The whole process takes a fraction of the time that it used to. Every stage of materials procurement, from the initial requisition to the vendor confirmation to the jobsite delivery, is managed in Field Materials. Foremen use the mobile app to capture delivery slips on the job site to help log received quantities. The AI automatically matches the delivery slip to the corresponding PO and pre-fills received quantities. The accounting team finally has access to the delivery slips they were missing, helping them automatically verify the accuracy of the supplier invoices.
With far fewer emails and phone calls and a system of record for material ordering, Optima now operates with a streamlined procurement process across the company.
I was fielding over a hundred emails a day, Field Materials has cut that way down.
Since adopting Field Materials AI, Optima eliminated phone calls, scattered emails, and Excel to handle purchase orders or track deliveries. Now the whole procurement process is managed in Field Materials at a fraction of the time it used to.
