Project controls: contracts, approvals and cost in one ledger

Background

Progress lived in Excel. Contracts sat in email. Cost landed in finance after the month closed. Nobody could answer what a project had already spent without calling three people.

What we shipped

One back office for project setup, contract files, approval routes and cost collection against the project.

What was breaking

• Status updates were weekend spreadsheet merges.
• Contract approval was a mail thread with no audit trail.
• Expenses could not be booked to a project until finance cleaned the month.
• A packaged ERP screen did not match how this company named projects.

Approach

We treated projects as the system of record. Contracts and OA approvals attach to a project ID. Cost posts to the same ledger so site and finance stop arguing about whose file is current.

Modules

• Project master and status
• Contract register
• OA approval routes
• Cost ledger by project
• Role-based views for site and office