Order Flow

Building materials in Egypt move through a structured 12-step journey from the moment a contractor needs materials to the final payment reconciliation. Understanding this flow helps you know exactly where your order stands at any point.

The journey begins with product discovery. You browse the catalog to find materials, viewing specifications, datasheets, availability indicators, and price ranges — never exact prices, since building material costs fluctuate daily in Egypt. You can also describe what you need to the AI assistant in plain language.

Next comes material list building. You assemble your needed items by project, using whichever method suits you: search and add, CSV upload, quick order pad, or simply telling the AI "I need 400 bags of OPC cement." All drafts are editable before submission.

Then you submit a quote request (RFQ) with your quantities and delivery requirements. The system sends an instant confirmation with a reference number and a specific timeline — typically within 4 hours during business days (Sunday through Thursday).

Behind the scenes, the procurement team begins supplier sourcing, reaching out to 2-5 verified suppliers per product category in parallel. Suppliers respond with current pricing through the supplier portal.

During quote building, the team evaluates supplier responses, applies margin rules, and assembles your formal quote. An internal approval process verifies margins and payment terms before anything reaches you.

Your quote arrives via the portal and WhatsApp notification. It includes line-by-line pricing (excluding VAT), a separate 14% VAT line as required by Egyptian tax law, delivery charges broken out by zone, payment terms, and a validity period — 14 days for stable products, 5-7 days for volatile materials like steel and cement.

The platform supports real negotiation with version tracking. You can counter-offer on individual line items, request a blanket discount, adjust quantities ("what if I order 80 tons instead of 50?"), negotiate delivery terms, or partially accept — taking some items while declining others. Every version is preserved in the quote history.

Upon acceptance, the quote converts to a confirmed order. The system auto-generates purchase orders to the selected suppliers. For new customers, payment terms are typically 50% advance plus 50% COD by certified bank cheque. Established customers with credit history may receive Net 30-60 terms.

During fulfillment, the operations team coordinates with suppliers. For drop-ship deliveries (80%+ at launch), materials ship directly from the supplier to your site with a HyperQuote-branded delivery note attached. The supplier's pricing never appears on any document you receive.

Delivery includes route optimization, GPS tracking, and real-time status updates. For heavy materials (5+ tons) in Greater Cairo, deliveries are scheduled in the midnight-to-6AM window due to the heavy vehicle ban on Cairo's Ring Road. Light deliveries under 5 tons can arrive during daytime. Your site foreman receives the driver's contact and an ETA window.

An invoice is auto-generated from the delivery confirmation — one invoice per delivery, not per order. All invoices are submitted electronically to the Egyptian Tax Authority (ETA) in real-time with digital signatures, as required by law. You receive the invoice in your portal and via email.

Payment tracking closes the loop. The system records wire transfers, cheque deposits, and letter of credit draws as they occur, matching payments to invoices. Once all deliveries are complete, all invoices issued, all payments cleared, and any claims resolved, the order automatically moves to completed status.