Friday Fives: quotes turned into POs, unconfirmed jobs pulled from the diary
Five automations that turn supplier quotes into coded POs, keep unconfirmed jobs out of the diary, action subcontractor paperwork, surface real job margin and catch parking costs.
What's in this week's edition
Still typing supplier quotes into a purchase order by hand? Waiting on a subcontractor's job sheet before you can close a job out? Building a spreadsheet every time someone asks what a job actually made?
This week's five automations take that off your plate. Quotes into orders. Unconfirmed jobs out of the diary. Subcontractor paperwork actioned. Real margin on demand. Parking costs captured. Sound familiar? These could be live for you by next week.
Read on for what each one does, what it delivers, and what it saves you.
Supplier quotes turned into purchase orders, automatically
A supplier quote arrives by email with the job number attached. Build Concierge reads the PDF line items, whichever way the supplier has laid the table out, finds the job and cost centre, matches the supplier to your approved list, and raises the purchase order. Orders over your approval threshold are routed for sign-off first.
It solves quotes sitting in an inbox while the job waits, line items keyed in by hand with the typos that come with them, and large orders slipping through without sign-off.
- A coded purchase order in minutes, nothing keyed by hand
- Every line item captured exactly as quoted
- Large orders routed for sign-off automatically
Jobs booked before the work is won, caught & unscheduled
A job gets scheduled. Build Concierge checks the sales opportunity behind it, and if the work hasn't actually been confirmed, automatically unschedules the job and tells the planner who booked it, by email and SMS, exactly what was removed and why.
It solves engineer days blocked out for work that falls through, the scramble to refill a diary when an unconfirmed job gets pulled, and nobody knowing who booked it or why.
- The diary only ever holds confirmed work
- Planners told exactly what was removed and why
- No engineer committed to a job the customer hasn't signed off
Subcontractor paperwork, read & actioned automatically
A subcontractor emails back, a reply, a completion email or a job sheet. Build Concierge reads it, finds the right job or contact, and acts: replies are logged, completions are written onto the job record and marked complete, and invoices are matched and turned into purchase orders.
It solves subcontractor emails sitting unread in a shared inbox, scrappy completion emails someone has to decipher and retype, and invoices paid against work nobody logged.
- Every reply and job sheet actioned without retyping
- Jobs close out the moment the work is done
- Costs on the job before the invoice is paid
A job's true margin, calculated on demand
Ask for a profitability review. Build Concierge pulls every financial line recorded against the job, every hour, material and subcontractor cost, and calculates the total cost, total sell and margin, with nothing summarised or skipped.
It solves margin reviews that never happen because pulling the numbers takes too long, costs missed because someone eyeballed the financial lines, and quotes priced on gut feel.
- The real margin on any job, in minutes
- Every financial line counted, nothing skipped
- The next quote priced off what the last job actually made
Parking costs and fines, captured against the job
An engineer phones in a parking payment. AI reads the call, pulls out the job number, the cost and how it was paid, and logs it as an expense against the right job. A parking fine on a job sheet alerts the office immediately, paperwork attached.
It solves parking costs disappearing into the business because nobody put them on the job, fines surfacing weeks later with the penalty doubled, and the office typing up expenses from a note on a van dashboard.
- Every parking charge captured against the job, ready to recharge
- Permits on record against each vehicle
- Fines reaching the office the same day, not weeks later
See these automations running in your operations
Whether you're already on Build Concierge or just exploring what it can do, we'll show you exactly how any of these five would work for your business.
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About the author
Simon leads operations at Build Concierge and writes Friday Fives, a weekly look at five real automations businesses are using to save time and cut costs.
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No more parking costs disappearing into the business because nobody put them on the job. No more fines surfacing weeks later with the penalty doubled. No more expenses typed up from a note on a van dashboard.
A Job's True Margin, Calculated on Demand
No more margin reviews that never happen because pulling the numbers takes an hour. No more costs missed because someone eyeballed the financial lines. No more quoting on gut feel.
Subcontractor Paperwork, Read and Actioned Automatically
No more subcontractor emails sitting unread in a shared inbox. No more scrappy completion emails someone has to decipher and retype. No more invoices paid against work nobody logged.
Jobs Booked Before the Work Is Won, Caught and Unscheduled
No more engineer days blocked out for work that falls through. No more scrambling to refill a diary. No more mystery over who booked it.
Supplier Quotes Turned Into Purchase Orders, Automatically
No more quotes sitting in an inbox while the job waits. No more line items keyed in by hand. No more large orders slipping through without sign-off.
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