How Suryansh Power Infra Power Pvt Ltd Gains Stronger Expense Control and Material Visibility with ProjectBase

Company Overview

Company: Suryansh Power Infra Power Pvt Ltd
Industry: Electrical Contracting & Power Infrastructure
Location: Ahmedabad, India
Annual Revenue: ₹50-100 Cr

Suryansh Power Infra Power Pvt Ltd is a fast-growing electrical contracting company executing power and infrastructure projects where material planning, expense tracking, and rate control directly impact profitability.

Despite operating with a lean team, the company handles high-value projects that require tight coordination between estimation, purchase, execution, and management. As project scale increased, leadership recognised that informal tracking and rigid legacy systems were limiting decision-making and control.

This led them to adopt ProjectBase as a dedicated project execution and control platform.

The Situation Before ProjectBase

Before implementing ProjectBase, Suryansh Power Infra was already using its own in-house ERP system, including accounting modules. On paper, the system covered end-to-end operations.

In reality, it did not help the team manage projects effectively.

Key Issues with the Earlier System

• Project-level visibility was limited
  
  
• Expense tracking was not intuitive
  
  
• Material tracking from estimation to execution was weak
  
  
• Teams depended on multiple Excel sheets to fill operational gaps
  
  
• Decision-making relied more on experience than real-time data
  
  

As projects grew in value, these gaps became more visible and risky.

Key Challenges Faced

1. Difficulty in Tracking Project Expenses Clearly

While expenses were recorded, it was not easy to:

• Review project expenses in a usable format
  
  
• Compare costs across projects
  
  
• Use expense data to make informed judgments
  
  

This reduced confidence during project reviews.

2. Weak Link Between Estimation and Execution

Material planning started at estimation, but once execution began:

• Tracking estimated vs actual material usage was difficult
  
  
• Excess purchases were hard to spot early
  
  
• Variance tracking required manual Excel work
  
  

This increased the risk of cost overruns.

3. Heavy Dependence on Excel for Purchase Variance

The purchase team maintained multiple Excel files to track:

• Estimated rates
  
  
• Actual purchase rates
  
  
• Variance between them
  
  

This was time-consuming and error-prone.

4. Limited Management Visibility Across Projects

With multiple projects running in parallel, management needed:

• A clear view of project status
  
  
• Quick understanding of where costs were moving
  
  
• Confidence that teams were in control
  
  

This visibility was not available in one place earlier.

Why Suryansh Power Infra Chose ProjectBase

Suryansh Power Infra was not looking for another accounting system. They needed:

• Better project expense visibility
  
  
• Stronger material tracking
  
  
• Clear linkage between estimation and execution
  
  
• Reduced dependence on Excel
  
  

ProjectBase stood out because it was designed specifically for project-based contractors, not generic businesses.

Implementation Experience

ProjectBase was implemented across:

• Project teams
  
  
• Purchase department
  
  
• Management reporting
  
  

The focus was on improving planning, control, and visibility, not replacing everything overnight.

Teams gradually moved away from Excel-heavy tracking as workflows stabilised.

What Changed After Implementing ProjectBase

1. Clear and Structured Project Expense Tracking

One of the biggest improvements has been easy maintenance of project expenses.

• Expenses are now tracked at the project level
  
  
• Management can review costs more confidently
  
  
• Expense data supports better decision-making
  
  

This has helped leadership make informed judgments instead of relying on assumptions.

2. Strong Material Tracking from Estimation to Execution

ProjectBase helped bridge the gap between planning and execution.

• Materials are tracked from estimation stage
  
  
• Actual usage can be compared against planned quantities
  
  
• Excess purchases are easier to identify
  
  

This has directly improved cost discipline.

3. Purchase Team Gained Rate Variance Control

For the purchase team, ProjectBase eliminated the need for multiple Excel files.

They can now:

• Track estimated rates vs actual purchase rates
  
  
• See variances clearly inside the system
  
  
• Reduce manual reconciliation work
  
  

This has improved both speed and accuracy.

4. Management Got Project-Level Visibility

From a management perspective, ProjectBase made it easier to:

• Know the status of all running projects
  
  
• Understand where attention is required
  
  
• Review execution without constant follow-ups
  
  

This visibility is especially important for a lean team managing large-value work.

Measurable Impact

Since implementing ProjectBase, Suryansh Power Infra reports:

• Up to 80% reduction in manual work
  
  
• Major reduction in Excel dependency for projects and purchases
  
  
• Better control over excess purchases
  
  
• Improved confidence in project reviews
  
  

Currently, accounts payable and receivable are still tracked in Excel, but operational control has improved significantly.

Support Experience

Suryansh Power Infra rated ProjectBase support as very good.

Key feedback includes:

• Support availability is responsive, even outside regular hours
  
  
• Queries are resolved quickly
  
  
• As the team has grown, they have requested a one-day on-site visit to help onboard new employees faster
  
  

This reflects active system usage and growing adoption.

Areas Where the Team Wants More Capability

The team also shared honest feedback based on real usage:

• Need for more flexible reports
  
  
• Requirement for multiple dashboards such as bar charts and pie charts
  
  
• Currently, some reporting is still done in Excel
  
  

These inputs show that the team is using the system deeply and wants to extract even more value.

How They Describe ProjectBase to Their Network

When asked how they would introduce ProjectBase to other contractors, their response was simple and practical:

“Very good software for planning and controlling excess purchases.”

For contractors, this statement reflects real value, not marketing language.

Conclusion

For Suryansh Power Infra Power Pvt Ltd, ProjectBase has delivered what their earlier ERP could not: practical project control.

By improving:

• Project expense tracking
  
  
• Material planning from estimation to execution
  
  
• Purchase rate variance visibility
  
  
• Management oversight
  
  

ProjectBase has helped a lean team manage large-value electrical infrastructure projects with more confidence and less manual effort.

With up to 80% reduction in manual work, ProjectBase has become a strong operational backbone, enabling the company to focus on execution quality and growth rather than spreadsheets.