The order has no reliable owner or status
A phone call becomes a commitment, then the project team has to reconstruct whether it was drafted, sent, accepted or completed.
SubbieTRAC / Modules / Purchasing
SubbieTRAC module
Turn every supplier commitment into a purchase order your team can find and follow.
Create project-linked purchase orders, keep supplier terms and compliance details together, and maintain the buy prices behind the materials you use. Your commercial and delivery teams work from the same purchasing record instead of chasing email, spreadsheets and supplier memory.
Project and general POsSupplier commercial recordsReusable buy pricesStatus-led follow-up
The problem it removes
Stop losing the order, the supplier terms and the buy price in three different places.
SubbieTRAC brings the purchase-order lifecycle, supplier master data and item-level pricing into one practical workflow built for commercial subcontractors.
Supplier terms live in individual memory
Payment terms, credit limits, accounts contacts, banking, compliance and internal notes are difficult to check when the next order is urgent.
Buy prices drift without traceability
Supplier codes, units, alternate brands, long-lead flags and price history fall out of date across tender and delivery spreadsheets.
Inside the product
Control the commitment, then improve the information behind the next one.
The live Purchasing workspace connects three jobs your team repeats every week: issuing and following purchase orders, maintaining supplier commercial records, and keeping item-level buy prices usable.
Make the order lifecycle explicit
Every PO moves through a clear status set: Draft, Sent, Accepted, Rejected, Cancelled or Completed. The register surfaces draft, sent and accepted totals for fast follow-up.
- Create contract or general purchase orders
- Link the supplier and project
- Record trade, date, GST and description
- Add line items and private internal notes
Find the commitment from the context you already know
Search by PO number or supplier, then narrow the register by project and status instead of hunting through sent email and project folders.
Put commercial terms beside the contact record
Capture company and trading names, ABN and ACN, supplier type, status, account details, payment terms, pay-on-schedule settings, credit limits, GST and currency alongside the people your team contacts.
Keep the checks that matter ready for the next order
The supplier record also supports banking details, compliance, addresses, accounts contacts, team responsibilities, retention settings and internal notes, with linked items available from the same record.
Standardise the price without flattening the supplier detail
A supplier item can carry its supplier-specific name and code, category, last-updated date and multiple scalar prices. Choose the displayed buy price and compare an alternate or house brand side by side.
See what needs attention before a deadline does
The supplier-item workspace highlights items without a preferred supplier and provides company or supplier views, search and filters, bulk pricing adjustments, price history and PDF export. Long-lead items can be flagged at item level.
Clearer commitmentsGive every PO a project, supplier and lifecycle status.
Faster buying decisionsFind supplier terms and item prices in one workflow.
More consistent ratesStandardise scalar and per-unit buy prices.
Less procurement riskSurface missing preferred suppliers and long-lead items.
What your team can control
The tools behind a repeatable purchasing process.
Each capability was verified in the live Purchasing workspace and supports the day-to-day work of commercial subcontractors.
Contract and general POs
Use an auto-generated or custom PO number and choose whether the commitment belongs to a contract or general purchasing.
Project-linked order detail
Attach supplier, project, trade, PO date, GST treatment, description, line items and internal notes to the order.
PO lifecycle statuses
Track each order as Draft, Sent, Accepted, Rejected, Cancelled or Completed and filter the register by status.
Supplier commercial record
Keep identity, ABN checks, contacts, payment terms, credit limits, banking, GST, compliance and internal notes together.
Supplier item catalogue
Store supplier-specific item names, codes, categories, updated dates and linked suppliers for repeat buying.
Scalar and per-unit pricing
Record multiple buy prices per each, square metre, kilogram or another scalar and see the calculated per-unit cost.
Pricing history and bulk updates
Review price history, apply bulk pricing adjustments and keep the last-updated date visible.
Preferred and long-lead signals
Surface items without a preferred supplier and flag products that need earlier procurement attention.
Connected workflow
From supplier setup to a completed purchasing record.
Use a consistent sequence across projects while keeping the order and the buying data behind it searchable.
Set up supplier
Record the company, contacts, commercial terms and checks.
Maintain items
Keep supplier codes, categories, scalars and buy prices current.
Raise the PO
Select the supplier and project, then add trade, GST and order detail.
Follow status
Move the order from Draft to Sent, Accepted or an exception state.
Close the record
Mark the commitment Completed or Cancelled and hide closed POs from the working view.
Value by role
Give every role a better answer to “what did we order, from whom and at what rate?”
Project Manager
Find the project’s supplier commitments and see which orders are still Draft, Sent or awaiting completion.
Outcome: Less time chasing order confirmation and rebuilding context.
Buyer or Estimator
Reuse supplier item codes and scalar prices, review price history and identify preferred or long-lead items.
Outcome: Faster, more consistent pricing and purchasing decisions.
Commercial or Finance Manager
Check supplier payment terms, credit limits, GST, compliance and the order status before the record moves downstream.
Outcome: Stronger control over supplier exposure and data quality.
Connected by design
Purchasing is more useful when the supplier and project context can move with it.
Keep the buying record understandable to the teams that price, deliver and administer the work.
Tenders →Use supplier items as building blocks for kits and tender items.Contractor →Review project purchases beside the contract, scope and delivery record.Project Management →Keep project teams working from the same project-linked purchasing context.Accounting →Standardise GST, currency, payment terms and account details before downstream processing.
SubbieTRAC Purchasing
See how the module fits your current workflow.
Walk through your tender, project and commercial process with us and identify where disconnected information is exposing time, cost or margin.
30 minutes, your tradeNo sales scriptReply within one business day