Nothing gets paid that was not received.
A material request becomes a quote, a purchase order, a delivery, and an invoice without leaving its thread. Every invoice is checked against the order and against what arrived on site before anyone pays it.
From material request to paid, in one thread.
One material request is followed from the site’s need to the supplier’s paid invoice. The site, the office, and accounting see every step.
Material request
SupervisorThe supervisor asks for materials. Several lines per request, each with quantity and unit, plus a required by date, priority, notes, and attachments.
Review and approval
Project managerThe project manager approves or rejects the request.
Supplier quotes
AccountingAccounting records quotes from one or more suppliers, line by line, side by side.
Purchase order
AccountingIssuing a purchase order from the chosen quote is one action. Supplier, amount, and currency come from the quote. Title and date come from the request.
Payment status
AccountingPayment status is tracked on the purchase order. The platform does not try to be your accounting software.
Delivery
SupervisorDeliveries are scheduled, then received on site against the order lines. Quantity ordered against quantity received, with photos as evidence.
Invoice
AccountingThe supplier’s invoice is recorded against the purchase order and checked automatically.
Closed
AccountingThe thread closes. Every step stays on the record.
Invoice 2291
Checked against purchase order 0047| Item | Ordered | Received | Invoiced | Check |
|---|---|---|---|---|
| Rebar 12 mm, ton | 8 | 8 | 8 | Match |
| Cement, bag | 200 | 150 | 200 | Not received |
| Formwork plywood, sheet | 60 | 60 | 60 | PriceOver billed |
Three way match
Each invoice is compared line by line with its purchase order and with what was received on site. The platform flags four problems.
| Flag | Meaning |
|---|---|
| Price | The invoiced unit price differs from the purchase order price. |
| Over ordered | Invoices bill a larger quantity than the order line. |
| Not received | Invoices bill a larger quantity than was received on site. |
| Over billed | Invoiced charges exceed the order line total. |
A mismatched invoice cannot slip through quietly. Paying it needs a written override reason, recorded with who approved it. Duplicate supplier invoice numbers are refused.
- Cost codes and committed cost
- Lines carry cost codes. Each project shows its budget against committed cost from issued purchase orders, so a project manager sees overspend coming before the invoices arrive.
- Local currencies
- AWG, USD, and EUR. Amounts follow each reader’s number format.
Budget against committed cost
PRJ 001 Hillside Warehouse ExtensionWalk through the real product.
The demo is the real product on a demo database. Six roles, each with a real sign in and that role’s permissions. Tell us about your company and we will walk you through it in about ten minutes.
Prefer to write? Reach us on lumen@takumiholding.com · +297 594 5240.
- Project manager: the dashboard, search, and a project’s tabs.
- Supervisor: the daily log, a progress photo, a material request, and a draft RFI.
- Accounting: a quote, a purchase order in one click, and an invoice that fails the three way match.
- Architect: an official RFI answer, a submittal decision, and a drawing markup.
- Client: only their projects, the official answers, and the shared drawings.
- To finish, Spanish and dark mode.