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See how Rulka Electricals improved procurement, billing visibility, and project control across 35+ active MEP projects using ProjectBase.
Company: Rulka Electricals Ltd.
Website: https://www.relservices.in/
Industry: MEP, Electrical Contracting, Fire Fighting Systems, Warehousing Projects
Team Size: Around 150 employees
Annual Turnover: ₹110 crore
Project Scale: 35+ active projects across India
Rulka Electricals Ltd. is a well-established MEP service provider with around 20 years of experience. The company works across electrical, fire fighting, warehousing, retail, theatre, factory, business centre, and industrial projects.
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Warehousing is one of their strongest business segments. The company also executes projects across India, giving them strong operational depth and national reach.
Rulka has grown into a sizeable organization with around 150 employees, including nearly 120 technical team members. The company achieved ₹110 crore turnover against a ₹100 crore target, giving the leadership confidence to aim higher in the coming year.
But as the business grew, so did the complexity.
More projects meant more purchase orders, more approvals, more billing follow-ups, more site coordination, and more financial tracking. Excel, WhatsApp, phone calls, and manual records were no longer enough.
That is when Rulka Electricals implemented ProjectBase.
Before ProjectBase, many day-to-day workflows were handled through:
This worked when the business was smaller. But once the company started managing 35+ active projects, the gaps became visible.
The leadership did not have a single view of:
Information existed, but it was scattered.
That made decision-making slower.
Rulka had tried software once before, around five years earlier. That attempt did not succeed because the team continued working in old ways.
This time, the leadership was clear. A system would work only if everyone used it seriously.
ProjectBase was selected because it was:
The leadership felt ProjectBase was better suited to their business than a generic CRM or manual reporting tool.
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Rulka was handling many projects across India. But management could not easily see the full picture on one screen.
They had to depend on different teams for updates.
This made it difficult to answer important questions quickly.
After ProjectBase, this became much easier. Leadership now gets a company-wide view of projects, pending POs, billing status, and financial exposure.
Before ProjectBase, procurement depended on Excel, phone calls, and WhatsApp.
The purchase team had to manually enter:
Creating a PO took around 10 minutes earlier. After ProjectBase, the same work takes around 2 to 4 minutes because key information is already available in the system.
That may sound like a small change, but across hundreds of POs, the time saving becomes significant.
In a competitive MEP business, purchase rates matter.
Earlier, if the team wanted to check previous rates, they had to search through Excel files and old PO records.
With ProjectBase, purchase price history is available inside the system.
The team can now quickly see:
This helps the purchase team compare better and negotiate with more confidence.
For a company running many projects, overall profitability is not enough.
Management needs to know which sites are creating losses.
ProjectBase helped Rulka identify the top loss-making sites from a large set of ongoing projects. Instead of manually checking every site, the team can focus on the few sites that need urgent attention.
This changed the way leadership reviews projects.
They no longer need to ask, “Where is the problem?”
They can now ask, “What action do we take on this specific site?”
Before ProjectBase, extra items and non-tender items were mostly tracked by project managers.
That created risk.
If the project manager missed an item, the office team may not know about it. If an amendment was delayed, billing could get stuck.
ProjectBase brought this information into the system.
Now the office team can also see:
This helped improve accountability and billing follow-up.
Unbilled work is a major cash flow problem for contractors.
Materials may be delivered. Work may be done. But if billing is delayed, money stays stuck.
With ProjectBase, Rulka can now see unbilled values clearly across projects.
The team can sort by amount and focus first on the largest pending values. This helps project managers and billing teams act faster.
For management, this creates pressure in the right place.
Not through constant follow-up, but through visible data.
ProjectBase implementation was not instant.
The company expected implementation in around three months, but it took closer to six months because teams were used to old manual processes.
The first year was slow. The second year showed stronger adoption and clearer impact.
What made the difference?
Strong leadership.
The management team was firm that ProjectBase had to be used seriously. They held regular meetings, resolved team concerns, and ensured departments gradually moved into the system.
The company also appointed an internal person to support ProjectBase usage because nearly 150 people were expected to use the platform.
This is an important lesson for other contractors.
Software adoption is not just a software decision. It is a management discipline decision.
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ProjectBase gave Rulka a bird’s-eye view of the company.
Management can now see:
This helped leadership make faster and better decisions.
It also helped them decide whether the company had enough bandwidth to take on more projects.
PO creation became much easier for the purchase team.
Earlier, the team had to manually fill many details. Now, they can select vendor, site, material, and project details from ProjectBase.
Result:
This improved daily productivity for the purchase team.
ProjectBase introduced a multi-level approval process.
This includes checks from:
The process takes some time, but Rulka sees it as useful because it prevents one-person decisions.
Every material movement goes through proper checks. That improves control, transparency, and accountability.
Earlier, billing follow-up depended heavily on manual reviews.
Now, unbilled amounts are visible in ProjectBase.
Management can identify:
This has helped create a more disciplined billing process.
ProjectBase helps Rulka identify which projects are profitable and which are under stress.
The system highlights the top loss-making sites, allowing the management team to take targeted action.
This is far better than reviewing 40 or 50 projects manually.
For a growing contractor, this is where real value begins.
The team appreciated the project reconciliation view, especially the circular graph showing:
This became a major “wow moment” for the leadership because it gave a quick and clear view of project financial status.
ProjectBase helped bring purchase, project, billing, and management teams onto the same page.
Earlier, each department worked with its own records.
Now, teams work from the same system.
This improved:
The purchase team also said that once material requests come through proper approval, they do not need to recheck everything manually.
ProjectBase helps management see the business more clearly.
They can review project status, pending POs, unbilled amounts, and loss-making sites without waiting for manual reports.
This saves time and improves decision-making.
Purchase teams benefit from faster PO creation, rate history, vendor data, and structured approvals.
They spend less time searching old records and more time acting on clear information.
Billing teams get better visibility into unbilled amounts.
They can prioritize projects where larger amounts are pending and coordinate with project teams faster.
Project teams get better control over material requests and approvals.
This reduces wrong material movement and improves site-level coordination.
When asked to describe ProjectBase to other contractors, the leadership explained it in a very practical way.
Contractors who run 10 or more sites using Excel, WhatsApp, and phone calls will struggle to get a real view of their business.
ProjectBase gives them one system to see what is happening financially, materially, and operationally.
The leadership described the impact of ProjectBase as:
“Fast and precise.”
They also explained that for contractors who want to grow, delegation becomes important. ProjectBase helps owners move away from handling every approval personally and gives the business a structured system to operate through.
Rulka Electricals’ ProjectBase journey is a strong example of how a growing MEP contractor can move from scattered operations to structured control.
The company had already achieved strong growth, with ₹110 crore turnover and 35+ active projects across India. But growth also created complexity.
ProjectBase helped bring that complexity under control.
It gave Rulka:
The biggest lesson from Rulka’s journey is simple.
Software does not create discipline by itself. But when leadership is committed, and the system fits the business, it can become the operating backbone for growth.
For Rulka Electricals, ProjectBase is now part of daily operations and a key enabler of better decisions, stronger control, and scalable execution.
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Rulka Electricals implemented ProjectBase to bring all project, procurement, billing, and approval data into one centralized system. Earlier, many workflows were managed through Excel, WhatsApp, phone calls, and manual records. As the company scaled to 35+ active projects across India, the leadership needed a clearer bird’s-eye view of projects, pending POs, unbilled amounts, and profitability.
ProjectBase made procurement faster and more structured. Earlier, the purchase team had to manually enter vendor details, site details, material descriptions, rates, and PO numbers. With ProjectBase, most of this data is already available in the system, reducing PO creation time from around 10 minutes to 2 to 4 minutes.
ProjectBase gives the purchase team access to previous purchase rates and item history in one place. Instead of searching old Excel sheets or past POs, the team can quickly check earlier rates, discounts, and vendor details while preparing new purchase orders. This helps improve negotiation and cost control.
ProjectBase gave Rulka Electricals better profitability visibility across projects. The management team can now identify the top loss-making sites from multiple ongoing projects and take corrective action faster. This helps the company focus management attention where it matters most.
Yes. ProjectBase helped Rulka clearly track unbilled values across sites. The team can see where money is stuck, sort unbilled amounts by value, and prioritize billing follow-ups for the largest pending amounts. This improves billing discipline and supports better cash flow management.
The system itself was easy to learn for many users, but adoption required strong leadership discipline. Since the team was used to manual workflows, implementation took time. With regular training, internal support, and management follow-up, ProjectBase became part of Rulka’s daily operations.
Yes. Rulka Electricals is a large MEP contractor with around 150 employees, 35+ active projects, and ₹100 crore+ annual turnover. ProjectBase helped them manage procurement, approvals, project visibility, billing follow-ups, and profitability tracking in a more structured way.
Rulka suggested adding stronger payment recovery tracking, delivery challan revision options, better project-based comparison reports, clearer site stock visibility, and a more visual user interface. These suggestions came from deeper system usage and reflect their intent to make ProjectBase even more useful for high-volume project operations.
Let's schedule a demo so you can get first-hand experience of how ProjectBase can help you run your operations faster and smarter.
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