WalkMaze

Streamlining Contractor Communication

The Problem

Construction Management Firm

Overseeing multi-vendor projects across sites, aiming to improve cost control, documentation accuracy, and approval speed

The Solution

Digitized Supplier Offer & Invoice Management

Streamlining procurement workflows for construction projects — from supplier quote collection to invoice validation and approval.

Users

Procurement & Project Managers

Managing supplier interactions, offers, and validations

Suppliers

Submitting quotes, uploading invoices, and receiving approvals through guided forms

Technology Stack

Flowmaze

No-code AI platform powering dynamic offer and invoice workflows

Project Management System

Integrated for budget and vendor data sync

Document Management System

Storing contracts, invoices, and supporting files

Email & Web Interfaces

For external supplier interaction

The Customer

Construction Management Firm

Overseeing multi-vendor projects across sites, aiming to improve cost control, documentation accuracy, and approval speed

The Problem

Communication with contractors across multiple construction projects was inefficient and disorganized. Relying on emails, calls, and manual updates often led to missed information, delays, and confusion on-site. Without a centralized system, coordinating tasks and tracking progress was difficult, impacting both timelines and overall project efficiency.

Challenges

Onboarding contractors to the new system was the main challenge. Many were accustomed to informal communication methods and hesitant to switch. Clear training and a user-friendly setup were essential to encourage adoption across teams.

What We Delivered

Supplier Offer Collection Forms

Structured by project, category, and scope

Supplier Offer Collection Forms

Structured by project, category, and scope

Validation Rules

For completeness, budget match, and contract alignment

Validation Rules

For completeness, budget match, and contract alignment

Invoice Submission Workflows

Linked directly to approved offers

Invoice Submission Workflows

Linked directly to approved offers

Multi-Step Approvals

based on project size, amount, or role

Multi-Step Approvals

based on project size, amount, or role

Attachment Handling

Upload of supporting documents (delivery notes, receipts)

Attachment Handling

Upload of supporting documents (delivery notes, receipts)

Audit Trail & Logging

For every action, change, and approval

Audit Trail & Logging

For every action, change, and approval

Results & Impact

Faster procurement cycles

Less time spent chasing suppliers or clarifying data

Faster procurement cycles

Less time spent chasing suppliers or clarifying data

Improved accuracy

structured data eliminates errors in offers/invoices

Improved accuracy

structured data eliminates errors in offers/invoices

Stronger cost control

Offers compared and matched with budgets in real time

Stronger cost control

Offers compared and matched with budgets in real time

Fewer disputes

Clear history of submission, validation, and approval

Fewer disputes

Clear history of submission, validation, and approval

Less email overload

Centralized offer and invoice tracking per project

Less email overload

Centralized offer and invoice tracking per project

Greater transparency

Audit-ready digital records for all vendor interactions

Greater transparency

Audit-ready digital records for all vendor interactions

Want to see how you can transform your organization?

Book a demo

or explore real-world use cases on our website

AI for CRM

info@walkmaze.com

AI for CRM

info@applicationcare.net