Pravin Electricals Speeds Up Procurement and Improves BOQ Discipline with ProjectBase

Company Overview

Company: Pravin Electricals
Industry: Electrical Contracting
Revenue: Rs. 100-500 Cr
Core Teams Using ProjectBase: Procurement, Project Execution, Management

Pravin Electricals is a renowned electrical contracting company executing project-based work where procurement speed, rate accuracy, and quantity discipline play a direct role in project profitability.

Like many contractors, their procurement team earlier relied on Tally, manual rate checks, and repetitive data entry, which slowed down purchase order (PO) creation and increased the chances of human error. As project volumes grew, the leadership team recognised the need for a system that could simplify procurement without adding complexity.

This led them to implement ProjectBase.

The Situation Before ProjectBase

Before ProjectBase, Pravin Electricals followed a largely manual and fragmented procurement workflow.

Tools and Process Earlier

• Tally for PO creation
  
  
• Manual rate checking from multiple sources
  
  
• Repeated entry of delivery address and contact details
  
  
• Separate handling of certificates and terms & conditions
  
  
• Physical or office-dependent approvals
  
  

While the process worked, it was slow and heavily dependent on individuals remembering details and following up.

Key Challenges Faced

1. Slow PO Creation Process

Creating a purchase order in Tally typically took around 10 minutes per PO, mainly because:

• Rates had to be checked from different sources
  
  
• Item and vendor details were entered manually
  
  
• Delivery addresses and contact information had to be retyped each time
  
  

This added up significantly over multiple POs every day.

2. Manual Rate Checking Reduced Negotiation Speed

The purchase team had to:

• Check earlier rates separately
  
  
• Compare them manually before negotiating with vendors
  
  

This made rate discussions slower and less effective.

3. Repetitive Data Entry Increased Error Risk

Each PO required:

• Manual entry of delivery address
  
  
• Manual entry of contact numbers
  
  
• Manual attachment or verification of certificates
  
  

This not only consumed time but also increased the chance of mistakes.

4. Terms & Conditions Handling Was Inefficient

Test certificates and guarantee certificates had to be:

• Requested repeatedly
  
  
• Checked manually
  
  
• Attached separately
  
  

This slowed down PO finalisation and increased documentation effort.

5. Approvals Were Office-Dependent

Earlier, approvals often required:

• Physical presence in the office
  
  
• Waiting for the right person to be available
  
  

This created delays, especially when decision-makers were travelling or busy on site.

Why Pravin Electricals Chose ProjectBase

Pravin Electricals was looking for:

• Faster PO creation
  
  
• Better rate visibility
  
  
• Automation that actually helps the purchase team
  
  
• A system that fits contractor workflows, not generic accounting
  
  

ProjectBase stood out because:

• All indents flow directly from BOQ
  
  
• Rates are visible in a click-ready position
  
  
• Data is reused instead of re-entered
  
  
• The platform is simple and easy to use
  
  

Implementation Experience

The transition to ProjectBase focused primarily on procurement workflows.

The procurement team adopted the system quickly because:

• The interface was simple
  
  
• Daily tasks became easier, not harder
  
  
• The benefits were visible immediately
  
  

This led to strong internal acceptance and consistent usage.

What Changed After Implementing ProjectBase

1. PO Creation Time Reduced by 50%

One of the clearest improvements was speed.

• Earlier PO creation time: ~10 minutes
  
  
• After ProjectBase: ~5 minutes
  
  

This 50% time reduction directly improved productivity and reduced pressure on the purchase team.

2. Faster and Stronger Rate Negotiation

With ProjectBase:

• Purchase rates are visible instantly
  
  
• Historical rates are available at the time of PO creation
  
  

This helped the team:

• Negotiate faster
  
  
• Make better-informed decisions
  
  
• Reduce dependency on memory or external files
  
  

3. Automatic Data Reuse Improved Accuracy

ProjectBase stores:

• Delivery addresses
  
  
• Contact details
  
  
• Vendor information
  
  

As a result:

• Repetitive data entry is eliminated
  
  
• Human errors are reduced
  
  
• PO creation becomes more consistent
  
  

This improvement also contributes to better customer service, since details are accurate and reliable.

4. Built-In Certificates Simplified Terms & Conditions

Test certificates and guarantee certificates are now:

• Pre-uploaded in the system
  
  
• Automatically linked with POs
  
  

This removed:

• Repeated certificate requests
  
  
• Manual verification steps
  
  
• Documentation delays
  
  

It also improves compliance and customer confidence.

5. BOQ-Driven Indents Brought Discipline

All material indents now originate from BOQ.

ProjectBase:

• Alerts the team if quantities exceed estimates
  
  
• Prevents lost or misplaced indents
  
  
• Ensures better control over excess purchases
  
  

This has brought much-needed discipline to procurement planning.

6. Remote Approvals Improved Speed and Reduced Paperwork

Approvals can now happen:

• Remotely
  
  
• Without physical presence in the office
  
  

This has:

• Reduced approval delays
  
  
• Cut down stationery and paper usage
  
  
• Improved overall procurement cycle speed
  
  

Management and Team Impact

From management’s perspective:

• Procurement visibility has improved
  
  
• Project profitability tracking is clearer
  
  
• Confusion and follow-ups have reduced
  
  

From the purchase team’s perspective:

• Daily work is faster and smoother
  
  
• Errors have reduced
  
  
• Productivity has increased
  
  

The platform supports operational discipline, which is critical for contractor businesses.

User Adoption and Support

The ProjectBase platform was described as:

• Simple
  
  
• Easy to learn
  
  
• Well suited for contractor workflows
  
  

Because of this:

• Training time was low
  
  
• Daily usage became natural
  
  
• Accountability improved
  
  

The procurement team has continued to monitor and improve PO workflows and keep data updated to ensure smooth operations.

How Pravin Electricals Recommends ProjectBase

Based on their experience, Pravin Electricals is confident in recommending ProjectBase to other contractors, especially those struggling with:

• Slow procurement
  
  
• Manual PO creation
  
  
• Rate confusion
  
  
• BOQ discipline
  
  

Conclusion

For Pravin Electricals, ProjectBase has delivered clear, measurable improvements where it matters most.

By:

• Cutting PO creation time by 50%
  
  
• Making rates instantly available
  
  
• Automating data entry and documentation
  
  
• Enabling BOQ-driven procurement
  
  
• Allowing remote approvals
  
  

ProjectBase has transformed procurement from a slow, manual process into a fast, structured, and reliable workflow.

For electrical contractors looking to improve procurement efficiency without adding complexity, Pravin Electricals’ experience shows the value of adopting a system designed specifically for contractor realities.