Sobha Projects & Trade Ltd.- SPTL Achieves 40% Reduction in Manual Work with ProjectBase

About Sobha Projects & Trade Ltd.

Company: SPTL (www.sptl.in)
Industry: Construction & Infrastructure
Employees: 316
Annual Turnover: ₹100-500 Cr

SPTL is a leading construction and infrastructure firm operating across high-volume projects. With over 300 employees and growing demand, the company faced serious workflow bottlenecks caused by legacy systems and fragmented communication tools. Their operations relied heavily on emails, Excel sheets, and paper-based approval processes, which hampered efficiency, led to frequent delays, and made tracking materials and approvals a complex task.

Procurement & Communication Challenges

Before implementing ProjectBase, SPTL's internal systems were inefficient and scattered. Communication between departments, especially purchasing and operations, was disorganized, causing miscommunication, errors, and missed deadlines. Critical processes such as Purchase Order (PO) approvals and material requisitions were bogged down by paper trails and email chains.

Specific challenges included:

• Manual PO approval processes delayed procurement by 2–3 days, affecting project timelines.
  
• Material requests were often buried in email threads, leading to misplacement or delay.
  
• Project teams had to track materials using Excel sheets, which were cumbersome and prone to error.
  
• Purchase price history was manually referenced using old physical PO files—an error-prone and time-consuming process.
  
• High-volume projects involved 20+ line-item indents across 20 concurrent projects, creating a logistical nightmare.
  
• Excessive paper usage and lack of centralized documentation increased inefficiencies.
  

These issues directly affected SPTL’s ability to execute projects on time and within budget. Delays in material procurement and scattered approval processes put unnecessary pressure on site teams and HODs.

How ProjectBase Transformed SPTL Operations

In October, SPTL transitioned to ProjectBase, a centralized platform for procurement and project operations. ProjectBase replaced siloed communication and documentation tools with a real-time, trackable system tailored for growing enterprises.

Key features that transformed operations

• Digital PO Approval Workflow: Replaced the manual sign-off process with an instant digital approval system, reducing approval times from 2–3 days to same-day execution.
  
• Centralized Material Tracking: Material requests, orders, and receipts are now traceable at every stage, reducing the chances of missed items.
  
• Integrated Communication: Email clutter is eliminated. Communication is now structured and tied to specific workflows.
  
• Automated Purchase History: Teams can access real-time data on price history during PO creation, streamlining decision-making and improving cost control.
  
• Reduction of Manual Work: Approximately 40% of all previously manual work has been eliminated, leading to substantial time savings.
  

A representative from SPTL shared, “Earlier, material requests shared via email would get lost, resulting in critical delays, sometimes up to a month. Now, with ProjectBase, everything is trackable. Even lower-priority items are no longer forgotten.”

Impact & Measurable Results

The shift to ProjectBase has created a ripple effect across the organization. The streamlined system now supports higher volumes of work with fewer bottlenecks and greater transparency.

Departments that have seen the biggest improvements

• Procurement Team: Improved tracking, better communication, and faster turnaround on orders.
  
• Operations Team: Materials arrive on time, ensuring smooth execution at project sites.
  
• Site Teams: Fewer delays and greater visibility into supply chain movements.
  

The Road to Paperless Operations

• 40% reduction in manual work across departments
  
• 100% digital PO approval with same-day turnaround
  
• Complete visibility of material requests, procurement, and deliveries
  
• Elimination of communication errors due to centralized workflow
  
• Strong move towards a paper-free operational model
  

ProjectBase has empowered SPTL to adopt best-in-class operational practices while maintaining control, accuracy, and accountability across their large-scale projects.

Conclusion & Lessons for the Industry

For a company managing complex infrastructure projects, the ability to move fast without sacrificing accuracy is a critical advantage. With ProjectBase, SPTL has modernized its processes, minimized project risks, and maximized internal efficiency.

“ProjectBase has eliminated approval delays, reduced manual work, and given us full control over procurement. Our teams are more productive and less stressed. This software is a game-changer.”