Project Cost and Billing Under Control Across Eight Sites

The Challenge

Each site on its own spreadsheet

Every project tracked its own BOQ, costs and bills in spreadsheets. Head office could not see live cost, so overruns surfaced only at handover. Progress bills took days of measurement and rework each month, and material at site went untracked.

• Project cost was visible only after the fact.
• RA bills took days of measurement and correction.
• Material at site was untracked, with leakage.
• Subcontractor bills and retention were manual.

The Solution

One ERPNext system from BOQ to bill

We set up ERPNext with the BOQ at the centre, flowing into procurement, progress billing and project costing across all eight projects. Cost is now tracked live by BOQ item, and bills build from measured progress.

• BOQ drives execution, billing and cost.
• Budget against committed and actual cost.
• Progress bills from the measured BOQ.
• Material at site and subcontractor bills tracked.

How We Delivered

Piloted one project, then rolled out

We set up one project first, built its BOQ and cost codes, and proved the BOQ-to-bill flow through a full billing cycle. Once it ran clean, we rolled the template to the other seven and trained site, projects and accounts teams on their part.

Go-live took twelve weeks across the eight projects.

The Outcome

Margins visible and billing on time

Cost overruns fell by a fifth because project margin is now visible every week, not at handover. Progress billing goes out 30 percent faster because it builds from the measured BOQ, and material leakage at site dropped once consumption was tracked per project.