Procurement Portal

A manual purchase request at a WA mining supplier typically takes 45 minutes — filling out a Word or Excel form, emailing it for approval, chasing the approver, raising the PO and logging it for month-end. With the Procurement Portal it takes about 3 minutes: the request is raised from site on a phone, the approver gets an email and approves from their phone, and the approved request lands on your PO register with the client project attached.

Not yet. Xero sync is planned. Today, approved POs are marked ready for Xero and go into Xero by hand or by upload. Xero pays the bill. It doesn't know a supervisor in Newman asked for it, which job it was for, or whether the parts turned up — that record lives in DrilLedger. Pushing bills straight into Xero is one of the things we build on your own data during the 3-month free pilot.

Our modelled receipt for Agent #6 is $25,000–$35,000 a year in recovered admin time at a $40/hour admin rate: weekly procurement admin drops from 6+ hours to about 45 minutes, request-to-PO from 45 minutes to 3, approvals from 1–3 days to about 4 hours, and month-end matching from 2 days to 20 minutes. It is a modelled estimate, not a customer result.

Today every request carries a full approval trail — draft, submitted, approved, rejected, ordered — with who did what and when. Dollar limits by role (for example $5K supervisor, $25K ops manager, $50K+ director), delegation when an approver is on leave, SMS approvals and escalation when a request sits too long are built on your own data during the 3-month free pilot, set to how your business actually signs off spend.

A supervisor or mechanic raises the request from their phone on site, attaches a photo of the failed part and flags it urgent. The approver gets an email and approves from their phone in a couple of taps — no laptop needed — and the request moves to ordered on the PO register so the office can get the part on the next freight run to site.

Yes, as part of Agent #6 — but it is built on your data, not switched on out of the box. Most WA mining suppliers get 50–100+ supplier invoices a month and spend month-end hunting for the PO, chasing delivery dockets from site and checking quantities and prices before keying the bill into Xero. During the 3-month free pilot we build the check on your own POs, goods received records and supplier invoices, so each invoice is matched against its PO and what actually turned up, and only the mismatches come to you before the bill is paid.

Three-way matching checks the purchase order, the goods received record and the supplier invoice against each other, so you only pay for what was ordered and actually arrived. Done by hand it means pulling the PO register, the delivery docket and the invoice side by side for every bill. DrilLedger already holds the request, approval and PO; the goods received and invoice check is built on your own data during the pilot.

Tier-1 miners run supplier portals (Ariba, for example) that reject an invoice when the PO number or the price doesn't match their purchase order. Every rejection pushes your payment back another cycle. Buying clean — a request, an approval and a PO number on every purchase, with the right client project attached — is how you get paid on time.