Project-Based Procurement Workflow

Overview

Construction, MEP, fit-out, and IT companies in the GCC do not buy materials in isolation -- they buy them for specific projects, against specific budgets, on specific timelines. The project-based procurement workflow organizes every purchase around a project container, giving you real-time visibility into what has been allocated, committed, spent, and what remains available. This workflow covers the full cycle from project creation through BOQ upload, material submittals, sourcing, delivery, and budget monitoring -- including how to handle the inevitable variation orders.

Project Procurement Flow

Create Project (client, location, budget, timeline)
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Upload BOQ (Excel import with column mapping)
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Material Submittals (propose brands/models for client approval)
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      v (approved)                              v (rejected)
Create RFQs from BOQ Items                  Revise & resubmit
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Collect Quotes & Award Suppliers
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Create POs Linked to Project  ------>  Budget: Committed += PO value
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Track Deliveries (shipments linked to project)
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Receive & Inspect (GRN with project reference)
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      v (accepted)                              v (rejected)
Budget: Spent += Invoice         Return to supplier, re-order
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Budget Dashboard: Allocated vs Committed vs Spent
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Variation Orders (scope changes with cost impact)
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Budget Revised, Procurement Continues

Step-by-Step Walkthrough

Step 1: Create Project

Module: Projects > All Projects

Navigate to Projects > All Projects and click "New Project". Enter the project name (English and Arabic), project code, client name, job site location, start and expected completion dates, assigned project manager, and the total allocated procurement budget. The budget is the baseline against which all spending is tracked throughout the project lifecycle. The project status begins as Planning and moves to Active once procurement starts.

TIP

Create a project record as soon as the contract is signed -- even before the BOQ is finalized. This gives your team a place to start organizing documents, supplier contacts, and preliminary pricing while the BOQ is being prepared.

Step 2: Upload BOQ

Module: Projects > BOQ

Upload the Bill of Quantities as an Excel file. Tawridy's column mapping tool lets you match your spreadsheet columns (which vary by client and consultant) to Tawridy's standard fields: item number, description, quantity, unit of measure, unit rate, and total. After mapping, review the imported items for accuracy. A single project can have multiple BOQs -- for example, one for structural materials, one for MEP, and one for finishes.

WARNING

BOQ import errors are the most common source of procurement mistakes. Always review the mapped data before confirming the import. Pay special attention to units of measure (meters vs. rolls vs. lengths) and quantities (a misplaced decimal turns 100 into 1,000).

Step 3: Material Submittals

Module: Projects > Submittals

Before procuring materials, many GCC projects require you to submit proposed brands and models to the client or consultant for approval. Create material submittals for each BOQ section: select the proposed manufacturer, model number, and attach technical datasheets. The client reviews and responds with Approved, Approved with Comments, or Rejected. Only approved brands should proceed to procurement. Track submittal status to avoid procuring unapproved materials.

TIP

Submit multiple brand options (primary and alternate) for each item. If the primary is rejected, the alternate can be approved without a full resubmission cycle, saving 1-2 weeks.

Step 4: Create RFQs from BOQ

Module: Procurement > RFQs

From the BOQ, select the items that need to be procured and click "Create RFQ". Line items, quantities, and specifications are pre-populated from the BOQ. Group items logically -- for example, all electrical items in one RFQ, all HVAC in another -- to match supplier specializations. The RFQ is automatically linked to the project for budget tracking. Select suppliers from your AVL or use AI suggestions, then publish and distribute.

Step 5: Collect Quotes and Award

Module: Procurement > Quotes

Follow the standard quoting process: collect supplier responses, compare using the Comparison Matrix (price, delivery, compliance, landed cost), and award the best suppliers. For project-linked RFQs, the comparison matrix includes an additional column showing the BOQ budget rate, so you can see immediately whether supplier pricing is above or below your tendered rate.

TIP

If the best supplier price exceeds your BOQ rate for a line item, flag it early. You may need to negotiate, find alternative suppliers, or prepare a variation order if the scope has changed. Do not absorb budget overruns silently -- they compound across hundreds of line items.

Step 6: Create POs Linked to Project

Module: Procurement > Purchase Orders

Award decisions generate PO drafts linked to the project. When a PO is approved, its value is added to the project's committed budget. The budget dashboard updates in real time: Allocated minus Committed equals Available. If a PO would push the committed amount beyond the allocated budget, the system raises a budget exceeded warning and routes the PO for additional approval.

Step 7: Track Deliveries

Module: Operations > Shipments

Create shipment records linked to the project POs. For imported materials, track carrier details, vessel/flight numbers, customs clearance status, and ETA. For local purchases, record the expected delivery date and supplier confirmation. The project's Deliveries tab provides a consolidated view of all incoming shipments, their status, and expected arrival dates -- essential for coordinating with the construction schedule.

Step 8: Receive and Inspect

Module: Operations > Goods Receipt

When goods arrive at the warehouse or job site, create a GRN with the project reference. Run the category-specific inspection checklist: verify quantities, check specifications against the approved submittal, inspect for damage, and record serial numbers where applicable. Accepted goods update inventory with the project tag. Rejected goods trigger a return request and may require re-ordering, which impacts the project timeline.

Step 9: Budget Monitoring

Module: Projects > Dashboard

The project budget dashboard is your primary cost control tool. It displays four key figures in real time:

Category	Definition	What It Tells You
Allocated	Total budget set for the project	Your spending ceiling
Committed	Sum of all approved PO values	What you have promised to pay
Spent	Sum of all matched and approved invoices	What you have actually paid
Available	Allocated minus Committed	How much room you have left

Set up alerts at 75% and 90% commitment thresholds. When triggered, the project manager and finance team are notified, giving time to request additional budget, defer non-critical purchases, or find cost savings elsewhere.

WARNING

Monitor the gap between Committed and Spent. A large gap means POs are issued but goods have not been invoiced yet -- this is normal during active procurement. However, if the gap persists after deliveries are complete, it may indicate unprocessed invoices or GRN backlogs that need attention.

Step 10: Variation Orders

Module: Projects > Variations

Scope changes are inevitable in construction and MEP projects. When the client requests additional items, changed specifications, or increased quantities, create a Variation Order in Tawridy. Document the change description, affected BOQ items, cost impact (additional or reduced), and client approval status. Approved variations adjust the allocated budget upward (or downward), and new procurement can begin against the revised budget.

TIP

Always get client approval on a variation order before starting procurement for the changed scope. Procuring materials for an unapproved variation puts your margin at risk if the client later disputes the change. Tawridy enforces this by requiring variation approval before linked POs can be created.

Key Metrics to Monitor

Metric	Description	Target
Budget Utilization	Committed / Allocated	85-95% at project completion
Procurement Completion	BOQ items with POs issued / total BOQ items	100% before site mobilization
Submittal Approval Rate	First-time approvals / total submittals	Above 70%
On-Time Delivery	Deliveries on or before needed date / total deliveries	Above 80%
Cost Variance	(Allocated - Spent) / Allocated	Positive = under budget
Variation Order Value	Total approved variations / original budget	Below 15% is typical

Related Workflows

• Inquiry to Delivery -- the full trading cycle for each procurement within the project
• Government Tender Response -- the process that leads to project creation from a won tender