Key Benefits of a Construction Procurement Log (With Free Template)

By the time everything is purchased for a construction project, it represents not just a lot of money. It also represents a lot of energy from the teams involved. Getting everything ordered from the appropriate suppliers, matching the requirements of the specifications and drawings, and getting it to the jobsite on time can be a Herculean lift. From the tiniest nut to the biggest steel beam, each component takes effort to have in hand when the installing team needs it. In short, material procurement isn’t easy. 

That’s why industry professionals are increasingly using construction procurement logs. A procurement log may be tied to the submittals log, or be a standalone document. Either way, this log of what needs to be procured when and by whom can help streamline procurement, keeping projects on budget and on time. Using one — particularly backed by a strong construction procurement log template — can make it significantly easier to manage this key part of the construction process. 

What is a construction procurement log?

On the surface, a construction procurement log might seem fairly simple: a list of items needed and the date of their purchase. But that would be a simple purchase log, and a procurement log goes far beyond that. Procurement is a multi-step process that starts when components are selected based on the contract’s specifications. Then, the design team — and potentially the owner — gives approval for the selection. Procurement continues through the purchase of that component all the way through to its installation. 

Because it involves so many steps and because those steps need to be repeated for so many components, good procurement requires proactive management. That’s why teams might choose to deploy a procurement management plan, particularly on complex projects. 

The construction procurement log is one piece of that plan. It’s a deliverable, usually generated by the project management team at the general contractor (GC). It should cover every individual component that needs to be procured for the project, although some of those components might be grouped together (e.g., all doors). For each to-be-procured item, the construction procurement log gives stakeholders a way to track key details. 

Historically, these logs were created as a spreadsheet. As construction project management technology advances, though, software providers offer ways to create and maintain this log as a function of their solutions. 

Components of a Strong Procurement Log

The precise details of a construction submittal log will vary based on the project’s needs and the teams working on it. That said, a thorough log generally includes all of the following information: 

• A description of the required component
• The quantity required
• The date the component is required on-site
• The lead time
• The required order date
• Information about any forms needed to approve the purchase
• The actual order date
• The purchase order number 
• Location for delivery (if different from the jobsite)
• The expected delivery date
• The actual delivery date
• The person responsible for receiving the component on site
• Information about any approval processes required to accept the delivery (i.e., quality assurance steps)
• The contact person at the supplier

Some construction procurement logs also include an additional field for notes or comments. This allows stakeholders to mark any special considerations pertaining to that item. If the component requires special unloading and handling, for example, that can be captured in this notes area. 

The more complicated the project and the materials needed to complete it, the bigger the construction procurement log generally gets. 

Who creates and manages the construction procurement log?

Usually, this log gets created by someone on the project management team at the general contractor. 

Once it’s created, someone at the GC also gets tasked with overseeing the activity in the log and helping to drive the necessary steps forward to keep things on track. That might mean coordinating order-by dates with specialty contractors based on the lead times they provide, for example. 

Procurement Logs and Submittal Logs

Submittals play a big role in the procurement process and are usually required for procurement to move forward. As a result, some teams combine the procurement and submittal logs together into one document. 

If the construction procurement log will be combined with the submittal log, it should also include, at the very least:

• Applicable section of the specifications
• Date the submittal is required from the installing contractor
• Date approval is required from the design team

This way, the people responsible for procurement can see when they have the required approval to start ordering materials. And they can track the steps leading up to their green light, making it easier to be ready when that time comes. 

Construction Procurement Log Template

Procurement logs vary between projects and firms. Still, having a construction procurement log template from which to start helps to illuminate key areas for this tracker. So here’s a sample template to use to get started.

Free Download

Construction Procurement Log Template

This free procurement log template can be downloaded to use in Google Sheets or Excel — and is customizable to fit any project.

• Free starter template
• Ready-to-use
• Created especially for construction

Free Download (Google Sheets)

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5 Key Benefits of a Construction Procurement Log

Creating this kind of log takes some work, even if you start from a construction procurement log template. Putting in that effort can yield some notable gains, though. Here are five worth considering.

1. Easier Coordination

   With information about planned and actual delivery dates organized in one place, coordinating the project gets much easier. If a crane needs to be on site to receive a material, for example, the construction procurement log will highlight when it needs to be scheduled The log also gives specialty contractors a way to see when the materials they need to install will be ready for them, and consequently when they should be on site to perform work. 

2. Better Lead Time Management

   The log makes it easy to see which materials come with lengthy lead times. This way, teams can prioritize taking the necessary actions to help those components get ordered by the required date to have them arrive in a timely manner. 

3. Enhanced Risk Mitigation

   Having this type of tracking helps to make sure that materials arrive on site on the appropriate date, preventing delays. It also lowers the odds that multiple teams order the same product by accident, or that a stakeholder forgets to order a material entirely. 

4. Coordinated Site Management

   A construction procurement log makes it easier to facilitate just in time delivery. This way, materials arrive as they’re needed, preventing them from getting in the way, being impacted by the elements, or getting stolen. 

5. Better Recordkeeping

   The log provides details about purchases made throughout the project, which can help with recordkeeping and in the event of an audit. 

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Developing Stronger Procurement Tracking Processes

Creating a construction procurement log is a start. To get significant benefits throughout the life of the project, that log requires ongoing management. 

That means regularly updating the log with the latest information. If the GC decides to do this manually, someone from the project management team should have it assigned as a core responsibility. 

Technology is one easy solution: The right construction project management software can automate a lot of this work. It can send automated reminder emails as deadlines for ordering approach, for example. It can pull in updates from the submittal process, too, and track items as they’re shipped.  

Plus, a good software solution makes it easy for all stakeholders to access the log and make their own updates (assuming they have the appropriate permissions, of course). This makes the log a valuable tool for facilitating communication and collaboration. 

Even with a good software in play, it’s important to keep humans in the loop on the current status of the construction procurement log. Regular review meetings keep everyone informed so they can best plan to tackle the work that’s required of them, whether that’s ordering materials or being ready to receive and install them on-site.

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