Bids seen too early
Open bids invite questions nobody wants to answer at audit.
Solutions · By role
For procurement managers: a clean trail from requisition to payment
Invite only prequalified vendors, keep bids sealed until evaluators declare conflicts, award against a minimum bid count, and issue orders that check the budget first. Goods are inspected at receipt and invoices matched three ways.
Sound familiar?
What gets in the way
Orders past the budget
An order approved without the budget check surfaces at invoice.
Rejected goods paid for
A rejection at the gate that never reaches accounts gets paid.
How BuildCore helps
What you'd use, and what it does
Sourcing
- Requisitions through approval workflows
- RFQs to prequalified vendors only
- Sealed bids and a minimum bid count
Vendors
- Weighted prequalification with expiry
- Documents verified with expiry alerts
- A–F scorecards on delivery, quality, invoice match and price
Orders and budget
- POs commit budget and are blocked when the line is short
- Small orders approve themselves under a threshold
- Amendments re-check the budget
Receipt and payment
- Inspection sign-off before goods are accepted
- Rejections raise NCRs; accepted goods go into stores
- Invoices matched against order and receipt
In practice
From requisition to a matched invoice
1
Request
Requisition approved.
2
Invite
RFQ to prequalified vendors.
3
Evaluate
Bids opened after declarations.
4
Order
Budget reserved as the PO is issued.
5
Receive
Inspected; rejections raise NCRs.
6
Pay
Invoice matched three ways.
Questions
Common questions
Not today — bids are entered by your procurement team, sealed until evaluation.
Delivery 30%, quality 40%, invoice match 20% and pricing 10%, graded A to F.
For orders linked to a budget line, issuing is blocked when the line doesn't have enough available.
Other roles
BuildCore for the rest of the team
- Project directors
- Planning managers
- Contracts & commercial
- Document controllers
- QA/QC managers
- HSE managers
- PMC & consultants
Modules on this page: Procurement · Commercial & Finance · Inventory & Stores
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