Construction Companies Software

For each client, supplier, and/or distributor, the system maintains automatic dossiers, in which all records associated with them are logged. The system can distinguish between different types of counterparties and retains specific information for each, tailored to your needs. Additionally, the system supports contact information for each counterparty – phone, fax, email, address, and the possibility to associate multiple offices and contact persons.

A special report shows all the commercial information regarding the relationship with the counterparty – inquiries, offers, meeting protocols, comments, tasks.

• Contracts with clients and suppliers can be registered.
• The system can track amendments to the contracts and remind when they are about to expire. 
• Option to organize the approval process for contracts before they are signed. 
• Register of preliminary contracts with clients and their terms.

In the system, all inquiries and potential opportunities for deals from clients can be managed. If necessary, the inquiry goes through a stage of inspection and registration of the result of the inspection and/or assessment of technical feasibility. For smaller projects, inquiries for supplier quotes for specific material prices necessary for planning the expenses of the activities for the project's execution can be initiated from the inquiry.

The system can register the entire document flow that has been generated for the individual sites. Thus, an electronic file is created, and the system describes the various stages of the construction site and their duration. It is also possible to store the normative documents related to the site in different registers. For some of these normative documents, templates can be additionally set up to be generated by the system in pdf/docx format.

The system maintains registers with tasks assigned from meetings minutes with contractors or within the organization. Tasks can also be managed using a mobile application.
It is also possible send minutes by e-mail from meetings held with the company's employees with tasks and deadlines set for them.

For each site, budgeting is possible, supporting the option of budgets options in case of need for updating.
Costs for each site can be entered into the system and go through a process of their approval.
It is also possible to monitor the execution of the budgets set by month.

At the end of each business day the person in charge of the site can enter a protocol for the work performed on the site, describing the activities performed (square meters, man-hours, etc.), attaching up-to-date photos of the site and describing damaged or unusable materials or mechanization. Each protocol can be printed out and sent to the contracting party if needed. Based on all protocols back in time and based on pre-planned target values by activities, the development of the project can be tracked (for example in percentage terms).

All material orders can be tracked and processed via a special screen/report. This screen can be used to manage material orders by sites. It displays information regarding materials, suppliers, and sites. There is information about the quantities and their statuses - whether they are requested/issued, in stock/reserved, ordered, or to be ordered. The important deadlines for the manager can be monitored - for delivery, when the materials are needed, and the recommended date for ordering.

The system can calculate both the direct and part of the indirect costs for the construction of a site. The direct costs include the orders for the teams working on the site, the cost of the materials, and the depreciation of the machinery/equipment used on the site. Indirect costs will account for the fuel consumed by the site, as well as some other general expenses that can be allocated among active sites.

Guarantees of good performance can be registered in the system, specifying terms, conditions, description and contracts. The system also monitors approaching deadlines for them.

The performed activities can be updated to the contracting authority. This can happen on the basis of protocols for performed activities on a site. The system can keep a scanned copy of the signed document for accepted updating of what has been done by the client as part of the document flow that is created for a given site.

The system can register the mandatory insurances required for the operation of the work site and monitor their validity (as well as their activation and cessation). Additional document flow related to various legal or procedural requirements can be digitized in the system.

The system can track the cash flow, the stock turnover from suppliers, between warehouses, and the investment made in each project. 

The system provides a fully functional module for warehouse management with the ability to define multiple warehouses, inter-warehouse transfers, audits, batches, serial numbers, and expiration dates of items, reservation of goods, and acceptance and transfer protocols. The warehouse management is integrated with the operational module of the system - for example, when issuing a protocol for work performed and materials used, the system can deduct the listed items from the respective warehouse.

The system can generate invoices automatically (when registering a contract) or manually from the company's current operations, and it can track payments through manual entry from the bank. All primary and secondary accounting documents can be exported to an accounting program along with their ledger entries (if integration is available).

The system comes with predefined reports for customer/supplier liabilities, collectability, revenue by items and activities. Additional reports can be added according to the management's needs for analysing the activity and efficiency of individual units or departments. 

The commercial activity of the company's brokers can be documented and tracked in various registers such as inquiries from clients, offers to them with a suitable letterhead, including all the necessary data from the file of the proposed site and accompanying photographic material. After finalizing the bidding process, it is possible to proceed to the generation of reservation forms or contracts with the customers, in which an inventory of amounts and terms of installments can be made.

One of the most voluminous and time-consuming parts of the system is the definition and updating of construction activities and, when necessary, the creation of an analysis of project activities. For the analysis, the system requires input of material costs, necessary man-hours, and machine-hours for the completion of a unit of the respective activity. The materials are defined with their suppliers and are part of the nomenclature that forms the inventory management.

The system maintains registers of Offers that are sent to clients in response to their inquiries, as well as Quantity-Value Accounts (QVA), based on which the respective offers are created. Upon the approval of a particular offer, the QVA becomes the basis for the creation of a project and a contract. 

When inventory is purchased, it is entered into a register, with its characteristics described. The inventory can be transferred from employee to employee through protocols, its condition and repairs can be tracked by entering the corresponding documents about them, and all movement associated with it.

• The system records all of the company's vehicles with their features – brand, model, engine size, purchase date, supplier, warranty, etc. For each vehicle, the dates of validity of the third-party liability insurance, comprehensive insurance, taxes, and technical inspection are entered. The system creates automatic reminders for the expiration of these terms.
• A repair request can first be submitted with levels of approval, and then a repair card can be filled out with a description of the repair performed and the mileage of the vehicle.
• Reports can display the expiring dates for the month, as well as perform a complete analysis of the expenses made for each vehicle.