“I spend every Monday morning chasing approvals. We've got Word doc PRs emailed around, an Excel PO register that's never up to date, and month-end reconciliation takes two days because I can't match invoices to POs. Last audit, Rio asked for approval documentation and I had to dig through 6 months of emails.”
— Perth mining supplier, $18M revenue, 65 employees
Agent #6
Procurement Portal
LiveROI: $25K-$35K/yearSubmit purchase requests from site, approve from your phone, generate POs automatically. Three-way matching and direct Xero sync—no more Excel PO registers.
Pending Approvals
Draft Requests
Open POs
This Month
Budget Left
Avg Approval
Awaiting Your Approval
Hydraulic Filters - CAT 793F
Requested by Mike Thompson
$2,450
Drill Bits - RC Drilling
Requested by James Wilson
$8,750
Recent Requests
View AllHydraulic Filters - CAT 793F
Mike Thompson • 2026-01-01
$2,450
HighPPE Restock - Newman Site
Sarah Chen • 2025-12-31
$1,890
NormalDrill Bits - RC Drilling
James Wilson • 2025-12-30
$8,750
CriticalOffice Supplies - Perth HQ
Emma Davis • 2025-12-29
$320
LowSafety Harnesses x 10
Tom Anderson • 2025-12-28
$3,200
NormalXero Sync
ConnectedRecent Activity
PR-2026-0041 approved
2 hours ago
PO-2026-0038 received
4 hours ago
New request submitted
5 hours ago
Manual Procurement (6+ hours/week)
- •Site supervisor emails request: “Need hydraulic seals urgently” - no details
- •Chase up: What part number? Which supplier? What budget code? How urgent?
- •Create purchase request in Word doc, email to manager for approval
- •Manager at site, no laptop - approval stuck for 3 days
- •Finally approved - manually create PO in Excel, email to supplier
- •Manually enter into Xero as draft bill - double data entry
- •End of month: reconcile POs against invoices - Excel nightmare
- •No visibility on spend by project - boss asks “how much on Newman?”
DrilLedger Procurement (45 minutes/week)
- •Supervisor submits request from phone at mine site - all details captured
- •Smart form: part number, supplier, project, urgency, budget code - one screen
- •Manager gets SMS/email notification - approves from phone in 2 taps
- •Multi-level approval: auto-routes based on amount and category
- •PO auto-generated on approval - emailed to supplier instantly
- •Syncs to Xero as draft bill - zero double entry, perfect matching
- •Real-time spend dashboard: by project, supplier, category - instant answers
- •Full audit trail: who requested, who approved, when, why
Mobile Approvals
Approve from your phone at the mine site. SMS notification, 2-tap approval. No laptop needed.
Smart Notifications
Email and SMS alerts for approvals. Escalation if not actioned. Never miss urgent requests.
Xero Integration
POs sync to Xero as draft bills automatically. No double entry. Perfect 3-way matching.
Spend Visibility
Real-time dashboards: spend by project, supplier, category. Budget tracking and alerts.
How It Works
Submit Request
- • Mobile-friendly form
- • Select supplier/project
- • Add line items
- • Attach quotes/specs
Get Approval
- • Auto-routes by amount
- • SMS/email notification
- • Approve from phone
- • Multi-level workflows
Generate PO
- • Auto-create on approval
- • Professional PDF format
- • Email to supplier
- • Track acknowledgment
Sync to Xero
- • Creates draft bill
- • Maps to accounts
- • Perfect matching
- • Zero double entry
Annual Procurement Savings
in reduced admin time + faster approvals + zero double-entry
The Cost of Manual Procurement
Purchase Request
Word doc, email, chase details
Approval Delays
Manager at site, no laptop
PO Creation
Excel template, email supplier
Xero Double-Entry
Manual bill creation
Time Savings
Request to PO
93% faster
Approval Time
Mobile approvals
Weekly Savings (20 POs)
@ $40/hr = $560/week
With Integrated Procurement Portal
Double-entry
Approvals
Xero sync
Total Annual Value
Admin time savings + faster approvals + audit trail + Xero integration
per year
Note: Figures based on typical WA mining contractor processing 80+ purchase requests per month. Admin rate $40/hour. Approval time savings based on mobile vs laptop-only workflows. Actual savings vary based on procurement volume and approval complexity.
Track Spend by Client Project
Mining suppliers work on multiple client projects simultaneously. Know exactly what you spent on BHP Newman vs Rio Tom Price - answer recharge questions in 30 seconds.
Client-Linked Purchases
Every purchase request tagged to client project. Link to work orders for accurate cost recovery on cost-plus contracts.
- • BHP Newman Operations
- • Rio Tinto Tom Price
- • FMG Cloudbreak
- • General Ops / Internal
Instant Recharge Reports
Client asks “how much did we spend on their project this month?” Filter, export, send. 30 seconds vs 2 hours digging through files.
- • Spend by project period
- • Category breakdown
- • PO/Invoice detail
- • Export to Excel/PDF
Work Order Integration
Link purchases to client work orders. Automatic cost allocation for invoicing. No more manual spreadsheet reconciliation.
- • WO-2026-0142 linked
- • Auto cost allocation
- • Margin tracking
- • Client invoice ready
Compliance & Audit Ready
Major miners require full procurement audit trails from suppliers
Full Audit Trail
Who requested, who approved, when, why. Every action timestamped and logged. Ready for BHP/Rio/FMG audits.
Approval Delegation
Configurable limits by role. $5K supervisor, $25K ops manager, $50K+ director. Rules enforced automatically.
Document Retention
Quotes, POs, delivery receipts, invoices - all linked to each transaction. Find any document in seconds.
WHS Compliance
Safety equipment purchases tracked for compliance reporting. PPE stock levels, expiry dates, certification records.
Aboriginal Procurement Tracking
Many mining contracts require minimum Indigenous procurement percentages. Track Aboriginal Enterprise spend automatically for contract compliance and reporting.
Three-Way Matching That Actually Works
PO → Goods Received → Invoice. Match automatically, flag exceptions only. Month-end reconciliation goes from 2 days to 20 minutes.
1. Purchase Order
PO created on approval with exact line items, quantities, and agreed prices. Sent to supplier automatically.
2. Goods Received
Site supervisor confirms delivery from phone. Photo of packing slip, tick items received. GRN logged instantly.
3. Invoice Match
Invoice arrives, auto-matched to PO and GRN. Discrepancies flagged before payment. Perfect match = auto-approve.
Zero Double Entry
Data flows PO → GRN → Invoice → Xero automatically
Exceptions Only
You only see mismatches that need attention
Month-End Accruals
Open POs = automatic accrual report
Real Mining Scenarios
See how DrilLedger handles the procurement situations you deal with every week.
Scenario: Excavator Breakdown at Tom Price
OLD WAY (4+ hours)
- • Mechanic calls office, describes part needed
- • Admin tries to find part number, calls supplier
- • Creates Word doc PR, emails to manager
- • Manager at site, no laptop - waits until evening
- • Finally approved, manually create PO
- • Excavator down all day - $15K+ lost production
DRILLEDGER (18 minutes)
- • 8:00am - Mechanic submits urgent PR from phone
- • 8:02am - Photo of failed part attached
- • 8:05am - Ops Manager gets SMS, approves in 2 taps
- • 8:08am - PO auto-generated, emailed to Komatsu
- • 8:18am - Supplier confirms, parts on afternoon freight
- • Excavator back up next morning
Scenario: Month-End Reconciliation
OLD WAY (2 days)
- • Pull Excel PO register, print supplier invoices
- • Manually match each invoice to PO
- • Chase delivery dockets from site
- • Enter approved invoices into Xero
- • Calculate accruals for open POs
- • Hope nothing was missed
DRILLEDGER (20 minutes)
- • PO-Invoice matching already done automatically
- • GRNs captured at site when goods arrived
- • Review 3 exception items flagged
- • Approve matched invoices → sync to Xero
- • Click “Accruals Report” - done
- • Finish by 10am, not midnight
Scenario: Rio Tinto Procurement Audit
OLD WAY (2 days + stress)
- • Dig through filing cabinet for POs
- • Search emails for approval chains
- • Try to find quotes from 6 months ago
- • Explain verbal approvals that weren't documented
- • Stay late recreating missing records
- • Audit findings, corrective actions required
DRILLEDGER (5 minutes)
- • Filter: Client = Rio Tinto, Date range = Q3
- • Full audit trail: request → approval → PO → GRN → invoice
- • All quotes and attachments linked
- • Who approved, when, with what authority
- • Export complete audit package
- • Auditor impressed, zero findings