If your construction company is handling 50+ purchase orders a month manually, you’re likely to face issues like duplicate orders, late deliveries, poor supplier tracking, and lower profits.
Relying on manual spreadsheets, emails, or text messages for procurement for your construction business may work short term. But you’ll soon face the issues above.
In this article, we’ll cover the best procurement software for construction. We’ll also cover the key challenges construction companies face and the features they should look for in construction procurement software.
See how ProcureDesk helps construction companies improve their procurement processes and reduce invoice processing time by up to 40%.
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What is Procurement Software?
Procurement software is an application built for companies to create, track, and manage purchase orders, invoices, supplier relationships, and financial transactions.
It automates tasks like requesting quotes, comparing suppliers, placing orders, tracking deliveries, managing budgets, and maintaining records in one central system.
What Makes Construction Procurement Different?
Construction procurement involves managing the process of purchasing materials, equipment, and services needed for construction projects.
Here’s how it’s different from general procurement:
- Project-based purchasing: Every order is tied to a specific project, location, or job site.
- Material requisitions from the field: Construction crews often request materials while on the job site, which requires fast coordination with office teams.
- Supplier management: You need a centralized system to store supplier contacts, documents, and past performance.
- RFQs (requests for quotes) and bid comparisons: For large or specialized purchases, construction teams often gather multiple quotes and compare bids to improve profit margin.
- Purchase orders (POs): POs must be created, tracked, and approved in real-time to avoid delays or duplicate purchases.
- Inventory tracking across locations: Materials move between job sites, storage, and vendors, so tracking them is essential.
- Cost control: Teams need to match invoices to POs, monitor spending, and avoid over-budgeting
- Reporting by project or department: Procurement data is often analyzed by the jobsite or department to evaluate spending, supplier reliability, and project profitability.
Challenges Construction Companies Face with Procurement
The following are the challenges construction companies often face with procurement:
Disorganized Workflows
Many teams rely on manual spreadsheets, emails, or chats to manage material purchases or project approvals. This scatters your data across multiple channels and overcomplicates your procurement, especially during internal reviews and auditing.
Siloed Communication
Field and office teams in the construction industry often don’t share real-time updates due to a lack of a centralized communication system.
This leads to approval or purchase delays and duplicate orders.
Slow Approval Processes
Manual routing causes delays in material procurement and project timelines. Site managers wait for longer times to receive PO confirmation from both office teams and suppliers before it’s delivered.
Inaccurate Deliveries
You risk paying for items never delivered when there’s no delivery verification system in place. Sometimes manual invoice checking may lead to human errors that affect your whole procurement process.
Poor Vendor Management
Without a centralized record of supplier performance, documents, or pricing, it’s hard to choose the right vendor. You can’t track your material quality, build strong relationships, negotiate better terms, or hold vendors accountable. This is especially hard when managing multiple job sites with different material needs.
7 Best Procurement Software for Construction
Here are the 7 best construction procurement software solutions:
1. ProcureDesk
Produredesk is a procurement software built for small-to-medium construction companies with 50-250 employees. If your company handles 50+ purchase orders or 100+ invoices per month, ProcureDesk will be a great fit.
It provides comprehensive procurement and accounts payable automation solutions. They simplify your day-to-day material workflows, manage suppliers, and automate purchase order requests and invoicing.
ProcureDesk replaces scattered spreadsheets and manual workflows with a user-friendly system that’s easy to adopt for field service and office teams. With quick mobile app access, your teams can submit purchase order requests with custom workflow approval routing and real-time updates.
Whether you’re ordering site supplies, building materials, safety gear, or equipment, ProcureDesk simplifies both direct and indirect purchasing, improves budget control, and speeds up project timelines.
Here’s a detailed look into ProcureDesk’s key features:
Centralized Procurement Data for Jobsite-Level Visibility
Construction managers need to see what’s been ordered, approved, and delivered across each jobsite to stay on budget and avoid delays. But when data is scattered across spreadsheets and inboxes, it’s impossible to track the procurement process.
ProcureDesk consolidates your procurement data, including POs, approvals, transactions, and invoices, into a single dashboard. With real-time visibility and traceability, you can track all your activities, structured by job site and cost codes.
This helps you gain instant insight into project spending, reduce manual errors, and simplify procurement management across your entire operation.
Automate Material Workflows with Customization
Each job site has its own budget, materials, timelines, and team. ProcureDesk lets you set custom workflows that reflect each job site’s approval hierarchy and budget responsibilities.
The software integrates with your existing systems to import purchase order history so you can build a complete material workflow using pre-made templates. Each step is customizable to reflect how your construction teams operate across job sites:
- Field ordering: Foremen or site managers can request materials directly from the field, using a desktop or mobile.
- Approval routing: The software routes requests automatically based on project, role, or amount using conditional logic and permission-based roles.
- Vendor selection & ordering: The link requests to preferred vendors via punchout catalogs to enforce contract pricing and automate ordering.
- Delivery & receipt: The software tracks deliveries to each jobsite and records what was received to keep orders and inventory accurate.
- Invoice Matching: It automatically matches invoices with POs and receipts before processing payment, reducing billing errors.
- Inventory Update: The software logs materials into inventory or tracks them against specific projects to manage usage and avoid reordering issues.
With this complete traceability, you can review every material request routed through job site specific cost codes and project milestones from a single dashboard. This process helps your teams stay compliant and simplify audits or internal reviews.
Speed Up Field Ordering and Cut Off-Contract Spending
Teams often waste hours between supplier websites, manually entering item details and processing repetitive low-value purchases. This slows field ordering, clutters approval queues, and leads to off-contract spending.
ProcureDesk offers punchout catalog support. The software integrates 150+ supplier catalogs, like Home Depot, Lowe’s, Amazon, and Costco. Simply add relevant catalogs to your system, allowing your teams to shop directly within ProcureDesk.
You can automate purchasing with custom material workflows, enforce contract pricing, and save time by eliminating manual entry and reducing rogue spending.
Track Project-Specific Spending in Real Time
Construction teams need to track and control spending from every project level for higher profit margins. But when managing multiple jobsites, spending gets misallocated or goes unnoticed.
ProcureDesk’s budget management tools help you allocate, monitor, and control your spending accurately.
Here’s a closer look into the software’s budget-tracking features:
- Real-time spend tracking: You can monitor departmental spending against budgets in real time. This helps with proactive cost management and prevents overspending.
- Automated budget checks: When a purchase request is made, the system automatically verifies it against the allocated budget. If a request exceeds available funds, ProcureDesk flags it, preventing unintentional overspending.
- Customizable budget structures: ProcureDesk supports versatile budget configurations tailored to diverse company needs for both General Ledger (GL) allocations and project-specific budgeting strategies.
- Comprehensive spend analytics: You can access detailed spend analytics to track real-time spending for informed decision-making and budget compliance.
Manage Multiple Suppliers Without Losing Track of Quotes, Contacts, or Performance
Field and office teams often manage vendors in silos using spreadsheets, saved emails, or paper files. ProcureDesk centralizes vendor data like contacts, tax info, documents, and delivery addresses in one place. This makes sure everyone is aligned across job sites.
The software’s vendor management directly supports RFQs and bids to compare pricing and performance across multiple suppliers. Construction teams can send requests, compare vendor responses, review pricing and terms, and evaluate each supplier’s past performance.This can also be really helpful when evaluating subcontracting options for jobs.
Here’s how you can compare vendors using ProcureDesk:
ProcureDesk stores quotes, documents, and communication under each vendor profile. This allows teams to assess options quickly and convert accepted bids into purchase orders.
Create and Track Material Orders Across Job Sites
In traditional PO processes, managers and field service teams need to manually enter data, which increases the likelihood of errors and inconsistencies. ProcureDesk lets you and your teams create, manage, and track purchase orders directly within the system.
Here’s how it works:
Once users create a purchase requisition, the software routes it through a custom approval workflow based on project, role, or budget. Once approved, it sends request quotes from multiple suppliers.
You can compare prices, select the best option, and convert the quote into a purchase order with a single click. The system sends the PO directly to the vendor and tracks it through receipt management to confirm delivery dates. It links every PO to specific items, quantities, prices, and delivery timelines. This allows your team to manage materials accurately.
Managers can also add custom fields to the specific purchase to avoid mismatches or product-related issues.
ProcureDesk updates inventory levels automatically and syncs with your accounting system, giving you real-time visibility, tighter cost control, and fewer errors across all your job sites.
Track Jobsite Deliveries and Inventory in Real Time
Relying on manual updates, emails, or calls to confirm delivery dates or inventory stock across jobsites brings limited visibility.
ProcureDesk’s centralized platform connects procurement, delivery timeline, and inventory management in real time. Your teams can monitor stock levels, track inventory movements, and manage procurement activities across all locations from one dashboard.
The system tracks purchase orders from creation to delivery. It monitors delivery statuses and sends automated notifications when there are changes. This allows teams to know the whereabouts of your orders.
ProcureDesk also simplifies the receipt process by allowing you to track deliveries and record essential details such as serial numbers and order conditions. These receipts are stored alongside corresponding purchase orders, providing a comprehensive audit trail and simplifying the reconciliation process.
The software supports demand forecasting and order tracking. This allows your teams to align procurement activities with actual inventory needs.
For example, if a job site is scheduled to pour concrete next week, ProcureDesk can alert your team when rebar or formwork supplies are running low so you can reorder in time.
Prevent Payment Errors with Automated Invoice Matching
Invoices sometimes get paid before confirming if goods were received on-site, increasing the risk of overpayment or fraud. ProcureDesk can reduce 55% of invoice processing time through procure-to-pay automation.
The software supports 2-way and 3-way invoice matching to cross-check invoices, purchase orders, and goods receipts to confirm the equipment or materials before processing payments. For example, if a vendor bills you for 300 bags of cement, but only 250 were delivered, ProcureDesk spots the difference and stops the payment until it’s fixed.
The software makes sure that teams only pay for equipment or materials that were actually ordered and received. This helps you speed up invoicing, avoid costly errors, reduce manual checks, and improve budget control across jobsites. That adds up to a lot of cost savings.
Real-Time Job Costing Reports
If you’re tracking job costs manually, it’s hard to know where money is going or whether a project is profitable. ProcureDesk generates real-time job costing reports that automatically track spending by client or jobsite.
You get instant, detailed reports that show spending by job site, helping you track costs and compare them against budgeted amounts. This helps you catch early signs of budget creep before the next milestone draw and make faster decisions.
For example, if you’re framing a multi-family unit and lumber costs start rising mid-project. With real-time job costing, your team can spot this overage early and adjust supplier negotiations or phase schedules before it eats into your margin.
ProcureDesk also consolidates your data into a customizable dashboard where you can view your construction procurement process from start to finish. It generates easy-to-read infographics, allowing you to view and monitor your workflows, suppliers, purchase orders, and invoices from a unified dashboard.
Mobile App Access
Field teams like foremen, supervisors, or project managers can use ProcureDesk’s mobile app on iOS or Android to request materials directly from the job site. With this quick access, they can submit orders, track approvals, manage suppliers, and communicate with office teams from a single platform.
ProcureDesk Pricing
ProcureDesk charges three pricing tiers tailored to meet the unique demands of the construction industry:
- Purchasing Automation: $498 per month for construction companies that need purchasing & approval process automation.
- Purchasing & AP Automation: $790 per month for companies that need procurement automation along with invoice matching and order management.
- Enterprise: You can ask for a custom quote for custom features and pricing to suit your organizational requirements.
ProcureDesk Integrations
The following are ProcureDesk integrations to simplify and automate your construction procurement:
The software also supports batch integration with your legacy systems for automated transactional data entry.
You can also configure SSO (Single Sign-On) to allow employees to sign in using login credentials for data security and compliance.
ProcureDesk Reviews
Here’s what users like about ProcureDesk:
- Simple interface and onboarding
- Good customer support
- Faster adaptability
- Strong integrations
- Automated approval reminders
- Stronger budget controls
- Cash flow visibility
- Most affordable pricing
Here’s what users don’t like about ProcureDesk:
- The initial setup may take longer, but our team helps with onboarding
- Limited printing options
Review #1: “It has solved many issues within the AP process. We no longer have to use Teams folders and manually alert approvers to look at invoices. It has saved us a lot of time with the AP department.” – Nathan P.
Review #2: “Finding a platform to fit the unique needs of our business is almost impossible. The ProcureDesk team worked closely with our Company to tailor the features. We are now using the platform for the majority of purchases and have greater insight into our monthly spending.” – Dominique C.
ProcureDesk Rating
2. Procore
Procore is construction management software that helps teams streamline material requests, purchase orders, and subcontractor coordination.
Procore Key Features
- Allows purchase order creation
- Automates supplier management
- Provide weekly action item reports
- Offers real-time procurement tracking
- Provides bid management
- Centralizes the storing, sharing, and managing of construction documents
- Facilitates subcontractor payments
- Has a built-in data capture for analytics
Procore Pricing
Procore has custom pricing. Some users online say it can range between $375 to $3,000 per month per user.
3.
Medius Key Features
- Automates invoice processing
- Provides eProcurement to manage purchasing activities
- Offers source-to-pay solutions for budget control
- Integrates with back-office systems
- Provides real-time spending visibility
- Automates the end-to-end purchasing process
- Centralizes contract handling with automated renewal alerts
Medius Pricing
Medius charges custom quotes for suite-focused packages and application-based pricing options. According to some users online, Medius pricing plans may start from $2,500 per month.
4. 4castplus
4castplus is a project cost management software that helps contractors manage project costs, budgets, and purchases in one place.
4castplus Key Features
- Provides real-time job cost tracking
- Includes collaboration tools for team communication
- Offers project estimation and bid management
- Integrates vendor tracking tools
- Centralizes construction documents for quick access
- Includes purchase order management
- Provides real-time analytics on project performance
- Helps with cash flow planning and rates management
4castplus Pricing
4castplus offers custom pricing quotes based on your business needs with no free trial available.
5. ProcurePro
ProcurePro is a construction procurement software that digitizes your procurement workflow to reduce administrative burden and improve project profitability.
ProcurePro Key Features
- Provides real-time procurement visibility
- Supports milestone planning and lead time management
- Centralizes and schedules procurement activities
- Supports supplier management for comparisons
- Provides tendering for quoting and estimates
- Simplifies contract creation and vendor management
- Provides powerful analytics
ProcurePro Pricing
6. Precoro
Precoro centralizes your projects and job sites, offering a wide range of built-in state-of-the-art tools to track spending, manage suppliers, and automate approvals
Precoro Key Features
- Offers real-time spending analytics
- Gives complete visibility for material quality control
- Automates purchase orders and invoicing
- Provides complete transparency on procurement
- Customizes approval workflows to align with company policies
- Provides budget and supplier management tools
- Includes service and item catalog
- Provides inventory control tools
Precoro Pricing
Precoro’s pricing starts at $499 per month. To access core features like automation and budget tracking, you’ll need to upgrade to the $999 per month plan.
7. Archdesk
Archdesk is construction management software that lets you procure materials, track spending, and manage suppliers from a single platform.
Archdesk Key Features
- Centralizes your financial job cost and material data
- Simplifies contract and subcontractor management
- Offers real-time inventory management
- Provides PO management
- Allows accounting integrations for synchronization
Archdesk Pricing
Archdesk pricing starts at $790 per month for basic features. To access all modules, including advanced procurement features, you’ll need to upgrade to a higher-tier plan with custom pricing.
Comparison Table: Best Procurement Software for Construction
| Software | Key Features | Pricing |
| ProcureDesk | Centralized job sites, custom workflows, punchout catalogs, budget control, invoice matching, mobile access | $598-948/mo, custom enterprise plans, free trial available. |
| Procore | PO creation, subcontractor coordination, bid management, procurement tracking | Custom pricing |
| Medius | eProcurement, source-to-pay automation, contract management, invoice automation | Custom pricing |
| 4castplus | Project cost tracking, vendor tracking, PO management, cash flow planning | Custom pricing |
| ProcurePro | Procurement visibility, milestone planning, supplier comparison, tendering, contract management | Custom pricing (annual + setup fee) |
| Precoro | Spend analytics, material quality control, automated POs and invoicing, AI invoice matching | Starts at $499/mo for basic features (billed annually), Upgrade available at $999/mo for core features |
| Archdesk | Real-time budget tracking, simple reporting, subcontractor management | Starts at $790/mo/user for basic features. Higher-tier plans with advanced features are pricier. |
Benefits of Procurement Software for Construction
Here are the benefits of procurement software for the construction supply chain:
Project-Specific Budget Control
Procurement software helps you track spending linked to job costs, materials, and services. You can set, monitor, and enforce budgets for each job site, making sure that material purchases are directly aligned with project goals. This helps prevent overspending and keeps projects profitable.
Real-Time Visibility
You get a central dashboard for stakeholders showing all procurement activity across suppliers, POs, deliveries, and spending. This real-time visibility is critical for construction projects, where delays or budget overruns can have significant impacts on timelines and profitability.
Easy Field Ordering
Foremen and site managers can request materials directly from the field, often via mobile, without waiting for office teams. This speeds up procurement and reduces delays, making sure that your team gets the materials they need when they need them.
Faster Approvals
Automated material workflows speed up purchase approvals by routing requests to the right people based on role, budget, or project. The software also includes automated reminder alerts and team collaboration tools for better communication.
Better Material Tracking
Automated material workflows speed up purchase approvals by routing requests to the right people based on role, budget, or project. This is particularly valuable in construction, where time-sensitive orders are common, and delayed approvals can hold up crucial phases of a project.
Fewer Data Errors
Procurement software helps you track and manage materials with complete transparency. From a single dashboard, you can monitor what’s been ordered, delivered, or delayed. This makes sure that high-demand materials don’t run out mid-project, preventing costly delays.
Better Vendor Management
Procurement software stores vendor details, contracts, and past performance in one place. This centralized approach is particularly useful in construction, where vendor reliability and the quality of materials are key to project success. Some platforms even offer insights to compare bids, helping you negotiate the best terms for everything from raw materials to specialized machinery.
Accurate Invoice Matching
Instead of manually cross-checking each PO against the delivered item, procurement software can match POs with delivery receipts and invoices to confirm you only pay for what was delivered. This is important in construction, where payment errors can result in overpayment for materials or services that never arrived at the job site.
The Bottom Line on Procurement Software for Construction
Choosing the best procurement software depends on your business needs, transaction volume, and size. You need to evaluate your workflows before making decisions about functionality.
ProcureDesk is the best construction procurement software for companies handling 100+ invoices monthly. Our procurement tools simplify the switch from manual processes to automation through smart integrations.
It provides customizable material workflows, real-time budget tracking, purchase order management, accurate invoice matching, vendor management, and a centralized database to manage your job sites.
Book a free demo with ProcureDesk to see our procurement software for construction in action.
