How to Eliminate Material Shortages in Projects | Case Study
See it on video
A step-by-step walk through the module — the same screens this write-up describes.
What is in the recording
- 0:00Lost orders and construction site downtime
- 0:16Central order dashboard for the purchasing department
- 0:31Standardized catalog and requisitions
- 1:11Lightning-fast goods receipt and inventory levels
- 1:37Proactive purchasing planning and supplier evaluation
- 2:03Organize your purchasing processes
The Challenge
Centralizing the purchasing process in a single system eliminates ordering errors, ensures continuity of work on-site, and enables proactive inventory replenishment.
Before implementation, the ordering process relied on scattered communication and spreadsheets, causing discrepancies between warehouse stock and actual demand. Project coordinators wasted time manually verifying whether materials for their tasks had already been ordered and delivered. There was also no central register for supplier history and evaluation.
Key challenges:
- The ordering process relied on scattered communication and spreadsheets, causing discrepancies between warehouse stock and actual demand.
- Project coordinators wasted time manually verifying whether materials for their tasks had already been ordered and delivered.
- There was no central register for supplier history and evaluation.
The Solution Process
The Purchasing module was launched in the ProcessApp system, connecting order management, material requisitions, and project management in a single environment.
Digital delivery acceptance forms, interactive material shortage lists, and a central catalog with real-time inventory visibility were implemented. An integrated supplier database with a supplier rating system was also added.
The implementation team mapped the existing order workflow and linked it to the structure of ongoing projects.
The supplier database and material catalog were then standardized and imported, organized into clear categories.
Finally, the team was trained on handling digital requisitions and registering warehouse receipts in the application.
Actions Taken
Projects and Shortages
In the past, coordinators spent hours checking whether materials had arrived at all. Today they open the project card and immediately see the exact procurement status for every task.
Central Order Dashboard
Emails and phone calls to suppliers have been replaced by a central dashboard, giving the purchasing manager a clear order list and quick access to delivery details — without wasting time.
Standardized Catalog
Previously, everyone ordered necessary equipment in their own way, generating chaos and costly mistakes on the floor. The implementation team therefore standardized the entire database. Now employees simply browse a clear catalog of available products. Instead of guessing item codes, they navigate smoothly through a logical material category tree. This definitively eliminated ordering errors, and coordinators instantly find whatever the site's technical specification requires.
Digital Requisitions
Requisitions from the construction site come in digitally, and the purchasing department sees the shortage list, enabling them to decide confidently what to buy and when.
Lightning-Fast Receipts
Today the warehouse worker fills in a short digital delivery acceptance form, and the order status updates in a fraction of a second.
Up-to-Date Inventory Levels
The team has full confidence in material availability, and the main list shows quantities in stock. Digital goods receipt instantly updates inventory levels and eliminates discrepancies.
Proactive Planning
Always up-to-date inventory data has transformed the company's approach to procurement. The clear category tree enables analysis of key component consumption. The company has shifted to proactive purchasing planning, replenishing stock before physical shortages occur. This guarantees continuity of work on installation projects and builds a competitive advantage.
Supplier Database
Supplier evaluation.
Results Achieved
What changed
Before the deployment
- The ordering process relied on scattered communication and spreadsheets, causing discrepancies between warehouse stock and actual demand.
- Project coordinators wasted time manually verifying whether materials for their tasks had already been ordered and delivered.
- There was no central register for supplier history and evaluation.
After the deployment
- The company gained real-time control over the entire procurement process, from requisition submission to goods receipt.
- Project coordinators can see the exact material completion status on task cards, allowing them to avoid work stoppages.
- Inventory replenishment has become proactive thanks to interactive checklists and always up-to-date warehouse data.
Screens from the deployment
