How to track and manage material orders across all projects

The Problem: Order Tracking Chaos

When you are running multiple custom builds, tracking what has been ordered, what is backordered, and what has arrived on-site is a constant headache. If a plumbing fixture or tile order gets delayed and no one notices, it halts your subcontractors and throws off your entire schedule. The procurement dashboard in Fixture & Finish centralizes order tracking across all your active projects so you never get caught off guard by a missing delivery.

At Foxhall Homes, Alex uses this exact dashboard to track plumbing fixtures and tile orders across active luxury builds in Bethesda. Instead of digging through paper folders or checking individual project spreadsheets, he can see the status of every single selection in one place.

How It Works

1. Open the Procurement Dashboard: Click the Procurement tab on the left-hand navigation menu. This screen aggregates every approved selection across all your active projects.
2. Filter Your View: Use the filters at the top of the page to narrow down your list. You can filter by specific project (such as Foxhall Homes' Bradley Boulevard build), vendor, or category (like plumbing or lighting).
3. Select Items to Update: Click the checkbox next to each item you want to update, or click the Select All checkbox at the top of the list to bulk-update everything in your filtered view.
4. Create Orders or Update Statuses: The next step depends on the current status of the items:
5. • If you have approved selections without an order: Click Create Order to group them into a single order. You can optionally upload a PDF copy of the invoice or estimate for future reference.
   • If the items already have an order: Click Update Status to change their state to Received (off-site), On-site, Backordered, or Cancelled.
6. Export for Your Team or Subs (Optional): If you need to share this list with a superintendent or subcontractor, click Export CSV to download a clean spreadsheet of your filtered view.

Frequently Asked Questions

Do my subcontractors need to log in to see this?

No. In line with our decentralized control philosophy, subcontractors never need to log in to Fixture & Finish. You can filter the procurement dashboard to a specific subcontractor's items, click "Export CSV," and email them the spreadsheet, or print a physical specification package for the field.

What happens if an expected delivery date passes?

If you keep your order delivery dates updated in the system, Fixture & Finish will automatically flag overdue items. This helps you catch late deliveries and follow up with vendors before your subcontractors arrive on the jobsite.

Can I attach invoices or purchase orders to these items?

Yes. When you create or update an order, you can upload a copy of the invoice, estimate, or receipt. This keeps your financial records tied directly to the physical items, making it easy to reference them later if there is a discrepancy on-site.