Order Management

Once a quote is accepted, it becomes a confirmed order with its own lifecycle of fulfillment, delivery, invoicing, and payment. The order management system gives you visibility into every stage without requiring phone calls to check on progress.

Orders are created automatically when a quote is accepted — either by you through the portal or by your sales representative after verbal confirmation. The system generates purchase orders for each supplier involved in your order and assigns operations staff to coordinate fulfillment.

Your order receives a unique reference number, and you see it immediately in the portal under "My Orders" with a status of Confirmed. Payment instructions appear alongside the order details, including bank wire details and any advance payment requirements based on your credit terms.

Orders progress through five customer-facing stages:

1. Order Confirmed — Your order is in the system with expected preparation timelines. Supplier purchase orders have been sent.
2. Being Prepared — Suppliers are fulfilling their portion. For drop-ship deliveries (most orders at launch), materials are being picked and staged at the supplier's facility.
3. Out for Delivery — Materials are loaded and en route. You receive an ETA window and the driver's contact information for coordination.
4. Delivered — Materials have arrived at your site with photo proof and a signed delivery note.
5. Invoice Generated — The invoice is available in your Documents tab and has been sent via email.

Behind these five stages, the platform tracks a much more granular state machine — supplier PO confirmation, picking, loading, dispatch, in-transit GPS, and arrival — but the customer-facing view keeps it simple and actionable.

Each order may involve multiple suppliers. The system generates separate purchase orders to each supplier, containing the exact delivery address (using coded references to protect your company identity), site foreman contact, delivery window, access instructions, and unloading requirements. All of this is auto-populated from your order details.

If a supplier rejects a purchase order after your order is confirmed, the procurement team has a 4-hour SLA to find an alternative supplier. You are notified of any delivery date changes.

Large orders or multi-supplier orders often arrive in multiple deliveries. Each delivery is tracked independently with its own status, driver, and proof of delivery. The portal shows you a clear breakdown: which items are being delivered when, from which source, and what remains outstanding.

Partial fulfillment is standard practice. If 80% of your order is ready but one item has a lead time, the available items ship while the remaining items are tracked separately.

All completed orders are preserved in your order history with full detail — line items, pricing, delivery records, and invoices. You can reorder any past order with a single tap, which creates a new quote request pre-filled with the same materials and quantities. Pricing is re-evaluated at current market rates, since building material costs fluctuate.

Your order history also feeds the AI assistant's recommendations: "You ordered cement 30 days ago. Time to reorder?" These suggestions are based on your actual purchasing patterns.