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Construction

Project cost visible while the work is happening

ERPNext project accounting, a live cost dashboard for directors, and site progress captured on phones.

ClientGeneral contractor delivering commercial and infrastructure projects
IndustryConstruction
Timeline9 months
Team7 specialists
0
Projects tracked live
0%
Lower cost overrun
0×
Faster progress claims
The challenge

Site managers ordered materials against a budget nobody could see in real time. Progress claims to owners were prepared from photographs and memory, and finance reconciled subcontractor certificates against invoices weeks after the work was done.

01Budget versus actual cost per project was assembled manually and was always at least a month old.
02Material requests were approved over WhatsApp with no link to the project budget line.
03Subcontractor progress certificates and retention were tracked in project-specific spreadsheets.
04Safety incidents and toolbox meetings were logged on paper that rarely reached head office.
Our approach

The solution

ERPNext implementation

Every project is an ERPNext Project with a work breakdown structure, a budget per cost line, and every purchase order, subcontract, and timesheet posting against it so committed cost is visible the moment it is committed.

ERPNext modules
Projects
Buying
Accounts
Assets
Stock
HR
Highlights
Budget control that warns or blocks purchase orders exceeding the project cost line.Subcontractor certificates with retention, progress billing, and PPh withholding handling.Equipment register with utilisation, maintenance schedule, and depreciation per project.Progress billing to owners generated from certified work-breakdown completion.

Web platform

A cost dashboard where directors compare every live project on one page: committed cost, cash position, physical progress, and forecast cost at completion.

Key features
Budget, committed, actual, and forecast cost per project and per WBS element
S-curve progress against plan, with slippage flagged before it becomes a claim
Cash flow view combining owner receivables and subcontractor payables by month
Approval inbox for material requests, purchase orders, and payment certificates
Stack
Next.jsReactNode.jsPostgreSQL

Mobile app

A site app for supervisors and safety officers, built to work in a basement car park with no signal and to make daily reporting take five minutes instead of an hour.

Key features
Daily progress report with quantities, photos, weather, and manpower headcount
Safety observation, near-miss, and incident reporting with photo and location
Material request raised from site directly against the project budget line
Offline capture that syncs when the supervisor reaches signal or site Wi-Fi
Stack
FlutterSQLiteFirebase
Results

Business outcomes

0
Projects tracked live
0%
Lower cost overrun
0×
Faster progress claims
0%
Less site paperwork
Directors see forecast cost at completion weekly instead of discovering overruns at handover.
Progress claims to owners go out days after certification, improving project cash flow.
Equipment is redeployed between sites based on real utilisation instead of assumption.
Safety reporting reaches head office the same day, so corrective action actually happens.
“
The number that changed everything was committed cost. Knowing what we had already promised to spend, not just what we had paid, is what stopped the surprises.
PProject DirectorGeneral contracting company · General contractor delivering commercial and infrastructure projects
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