AI Procurement Software for
Civil, Utilities, and Instrastructure Contractors

Better procurement process gives you the foundation to take on more jobs and larger and more complex projects. When you have real-time visibility into costs and schedules, you will be more competitive in bidding and more confident in your project execution.

The data and reporting capabilities help you learn from each project to improve estimating and operations on future jobs. Understanding your true material costs on each job and ability to negotiate better pricing based on your volume across jobs makes you a smarter, more efficient contractor.

Many customers find that the professional image of having sophisticated systems helps them win work with larger clients who expect that level of operational sophistication.

Field Materials offers both an iOS and Android app (available in English and Spanish) that allows users to:

• See the jobs they’ve been assigned to
• Submit field requisitions for these jobs to be approved by the designated office staff
• Order items from pre-approved buyouts
• See all orders on their jobs
• Receive orders on site by taking snapshots of packing slips and capturing any delivery issues
• Reserve a PO number to provide to vendors in case of Will Call orders. When the slip is uploaded for such POs, AI will read the slip to itemize the PO for review at the office. This way, when the invoice is sent, you can easily verify what was purchased (cost code can be optionally provided by field staff when reserving a PO).
• See inventory availability in the company warehouse (if activated)
• Respond to an invoice kickback: approve or provide commentary

The app works offline too, which is important on job sites with poor cell coverage. Everything syncs up when they get back online.

Yes, in addition to the invoices posted against POs and direct job cost invoices, we support:

• Overhead invoices posted directly against GL accounts (we support this a special overhead job and cost codes mapped to GL accounts)
• Receipts for corporate card expenses posted as AP payment records (supported for some ERPs)
• Receipts from personal cards posted as AP entries to be paid to employees

To make coding of such expenses very efficient, we built in several automation shortcuts:

• Assignment of vendors to the default cost code and GL account
• GL account routing based on the Order Type
• Assignment of Default project for overhead invoices and expenses

A buyout is an approximate volume of material you are committing to buy from a supplier at a specific price.

• Use a supplier quote to create a buyout.
• Place orders from the buyout with pre-defined prices and individual delivery dates.
• See at the line item level how much you ordered and received so far against the buyout quantity.
• Empower your field team to order from a pre-approved buyout and vendor to help control costs.
• Use tags and / or zones to assign orders to job areas or phase (e.g., floor 1, Zone A).
• Field Materials will automatically verify item pricing when you review and approve invoices.

The biggest problems we solve are the ones that probably keep you up at night - cost overruns, communication breakdowns, and time wasted on paperwork or data entry. Here's what we typically see:

Your field teams are ordering materials by calling or texting the office, creating delays and potential miscommunication. Delivery slips get lost, so your AP team can't match invoices when they come in weeks later. You find out about budget problems at month-end instead of instantly when it happens. And everyone's spending way too much time on data entry instead of building projects.

We solve this by giving everyone real-time visibility into what's happening. Your project managers can see exactly what's been ordered, received, and invoiced for their jobs. Your field teams can create request materials from the job site. Your accounting team can process invoices quickly because everything's already coded and matched up. And you get alerts when budgets are getting tight, so you can make adjustments before it's too late.

Most construction companies are still doing procurement the same way they did 20 years ago - lots of phone calls, emails, spreadsheets, and manual data entry. You probably have quotes scattered across different people's email inboxes, purchase orders that don't match what actually gets delivered, and invoices that take weeks to process because nobody can find the original paperwork.

Field Materials centralizes everything in one place where your whole team can see it. When a vendor sends you a quote, our AI reads it and extracts all the line items automatically. When you're ready to order, the system creates purchase orders instantly from a quote instead of someone typing everything out by hand. When materials arrive, your field teams can snap a picture of the delivery slip with their phone. AI will read received quantities and field crews can report any issues directly to the vendor.

Field Materials is an AI construction procurement software. The 3 main benefits are:

• Eliminate data entry: your team probably spends a lot of time entering vendor quotes or field requisitions as purchase orders, chasing down packing slips, and entering invoices into your accounting system. We automate 90% of that work. The platform connects directly to your ERP system - Viewpoint Vista, Sage, Viewpoint, Foundation, and others - and handles all common procurement workflows like getting quotes or reconciling invoices. 
• Better cost controls: By centralizing and tracking all expenses and verifying all prices against budgets and buyouts, you typically save 5-10% on material costs just by catching mistakes and preventing budget overruns.
• Real-time visibility: Your field teams can request materials from their phones. Your PMs and field crews get a real-time view into what's been ordered and delivered, and your accounting team can process invoices in minutes instead of hours. There are explicit approval processes that you can set up for POs and invoices. Invoices or receipts can be easily kickbacked to PMs or field staff for review and be approved via a mobile phone.