Procurement
Track every supplier order and material procurement with vendors, line items, approval dates, and delivery tracking.
What is Procurement?
The Procurement module is where you track everything you've ordered for a project — materials, services, equipment hires, consumables. Each procurement entry records the vendor, what was ordered (as line items), approval and delivery dates, and any supporting documents.
Procurement is a planning and tracking tool, not an accounting record. Money actually paid lives in the Bills module. Think of Procurement as the "what's on order" list and Bills as the "what's been invoiced and paid" list — they work together but serve different purposes.
Procurement lives inside each project. Open any project from your dashboard and select Procurement from the sidebar to get started.
Click "Procurement" to expand · Then click any stage to see details
Procurement vs Bills
Bestrack handles supplier spending in two places — it's worth knowing which is which:
| Module | What it's for |
|---|---|
| Procurement | Tracking what you've ordered — vendors, items, expected delivery |
| Bills | Recording what you've been invoiced and what you've paid |
The Bills module also has a lightweight Expense record type for quick ad-hoc spend. Procurement entries are separate — they capture the planning side of buying, before the bill arrives.
Adding a Procurement
Click Add Procurement to open the form. Each entry captures:
| Field | What it means |
|---|---|
| Procurement ID | Auto-generated from the project code (e.g. PROJECT-PO-001) |
| Name | Descriptive title for your reference |
| Vendor | Picked from your contacts directory |
| Description | Optional context for the team |
| Approval Date | When the procurement was signed off internally |
| Delivery Date | When materials or services are expected on site |
| Currency | Inherited from your organisation's settings |
| Attachment | Optional supporting file — quote, PO, specs |
Line Items
Every procurement needs at least one line item. Lines capture the actual items being bought:
| Field | What it means |
|---|---|
| Item Name | The product or service |
| Description | Optional line-level notes |
| Category | Free-text grouping (e.g. Rebar, Site PPE) |
| Quantity | How many units |
| Unit | Unit of measurement (each, hour, m², bag, etc.) |
| Unit Cost | Price per unit — the line amount is calculated automatically |
Procurement line items use a free-text category rather than your cost code library — the module is optimised for quick entry, so there's no cost code roll-up into Budget like there is for Bills.
Tracking Dates
The two date fields work together:
- Approval Date tells the team when this procurement was greenlit — useful for audit and accountability
- Delivery Date tells the team when to expect it on site — useful for planning and chasing late deliveries
Either can be left blank if it doesn't apply yet. Both can be filtered on in the list view.
Filtering and Managing
The procurement table helps you keep track of everything in flight:
- Search — match by name, procurement ID, or vendor name
- Date range — filter by approval date or delivery date
- Expand row — click to see every line item inline without opening the form
- Bulk select — tick rows to delete several procurements at once
- Sort — order by ID, name, total amount, approval date, or delivery date
Click any row to open and edit it — all fields stay editable after creation, so changes to quantities, dates, or vendors are easy to apply.