Efficient Purchase and Procurement Management for multisite projects

When requests, approvals, and orders are split between field operations and the office, the procurement process stops being managed and becomes reactive.

In facility management this happens frequently: requests originate on site, orders are sent directly to suppliers, and the budget is only checked after the fact. Information ends up scattered across phone calls, messages, and parallel tools, with no single system connecting requests, approvals, and orders.

Without a shared structure, traceability is lost: it is not easy to reconstruct who requested what, what was approved, and which orders are actually in progress. The consequences are not only operational but also financial: expenses accumulate before being evaluated, and budget overruns only become visible when it is too late.

Without a structured system, control does not guide the process—it only comes into play after the decision has already been made.

When requests, approvals, and orders involve different roles—field staff, office teams, and suppliers—a system is needed to coordinate the process in a structured and traceable way.

This is where Hoida Procurement comes in: the advanced module of the Hoida Field Service Management software, activated based on organizational needs and dedicated to managing job-based purchasing, fully integrated into the company’s operational workflow. It centralizes purchase requests, approval workflows, and supplier orders, applying budget controls and ensuring full cost traceability. Every step is linked to the job and synchronized with the company’s operational processes.

The process is simple and controlled: the request is entered into the system, approved according to defined budgets and rules, converted into an order, and closed with the registration of the received goods. All within the same environment, ensuring visibility throughout the entire process.

The result is straightforward: less fragmentation, fewer manual checks, and greater operational control.

Hoida Procurement is designed for cleaning companies, facility management providers, and multiservice companies that manage multiple active contracts and a geographically distributed procurement process, where spending control is a key component of profitability.

It is particularly suited to organizations where:

• purchase requests originate from job sites or distributed operational locations

• each contract has a dedicated budget that must be monitored in real time

• purchasing decisions involve multiple levels of approval

• full traceability is required between request, order, and supplier

• management needs centralized visibility over spending by contract

1.  The site supervisor submits the request 
   

    The site supervisor creates a purchase request for the contract, selecting the allowed items and the required quantities. 

2.  Approve or reject the request 

    The request is evaluated based on the configured budgets and rules. It can be approved or rejected, with the reason recorded. 

3.  Convert it into an order and send it to the supplier 
   

    Approved requests are converted into orders, organized by supplier and tracked through to submission. 

4.  Record the delivery and close the order 
   

    Upon delivery, you record the quantities received—even if partial—and complete the order closure with full traceability.