How a Mid-size Volume Builder Centralised Procurement with BuiltGrid
Background
A volume builder in Queensland had grown steadily over the past decade, building several hundred homes each year. With more than 60 staff across office and site roles, the business was well-established but struggling to keep pace with its own growth.
Project supervisors and estimators each had their own way of managing procurement. Some relied on legacy spreadsheets, others on email chains, and a few had personal systems that weren’t shared with the wider team. Head office often received conflicting information, and leadership had no confidence in the accuracy of reports.
“We had spreadsheets everywhere, and no one trusted the data.”
The lack of visibility meant approvals took far too long, supplier relationships suffered, and the company risked losing credibility with both clients and contractors.
The Challenge
- Inconsistent processes: Each supervisor managed procurement differently, leading to confusion.
- Approval delays: It could take weeks to move a job forward if suppliers didn’t respond quickly.
- Reporting headaches: Directors couldn’t get a clear view of active projects.
- Team frustration: Staff wasted hours chasing updates and re-entering data.
Without better systems, the builder faced rising costs, slower delivery times, and reputational risk.
The Solution
The builder introduced BuiltGrid as a centralised procurement platform across the business.
- Procurement Tracking: Created a live dashboard where supervisors, estimators, and leadership could all see the same information.
- Supplier Approvals Workflow: Standardised the process, reducing bottlenecks.
- RFQ & Quoting Tools: Made it easy to request and compare multiple quotes, replacing scattered emails.
- Board-ready Reporting: Pulled live data directly into reports, cutting weeks off preparation cycles.
“For the first time, we had one version of the truth. Everyone was looking at the same data.”
The Results
- 40% reduction in approval delays, allowing jobs to move forward more quickly.
- Reliable reporting: Leadership gained accurate, timely insights.
- Improved supplier relationships: Faster, more professional interactions built trust.
- Efficiency gains: Staff no longer wasted time consolidating spreadsheets.
Clients also felt the benefits. More predictable timelines and smoother communication improved customer satisfaction, reinforcing the builder’s reputation for quality.
“We can finally give directors confidence in the numbers.”
What Next
The builder is expanding into new regions and expects to double their project volume in the next three years. With BuiltGrid at the core of their processes, they are confident they can scale without losing visibility or control.
“Growth used to scare us. Now we know our systems can keep up.”
