Procurement Visibility: How Robertson Group Inc uses Quickbooks and Field Materials

Before Field Materials: Inefficiencies and delays

Before Field Materials, Robertson Group Inc. had no formal procurement process. QuickBooks Online provided accounting functionality but lacked real-time tracking of incoming materials. This led to several challenges:

• No visibility into deliveries—purchase orders were marked as open in QuickBooks until an invoice was processed, making it difficult to track whether materials were received.
• Error-prone manual tracking—employees printed out POs, made handwritten notes, and stored them in folders to track incoming materials and their status.
• Lack of receipt verification—there was no formal process for managing or tracking receipts, making audits difficult.
• Vendor communication challenges—email chains often got lost, leading to missed updates and payment issues.

With no dedicated purchasing role in place before Brandi Nolan, Financial Controller, joined the company, procurement was unorganized, inefficient, and prone to errors.

After Field Materials: Improved operations and communication

Robertson Group Inc. transitioned to Field Materials, introducing automation to their procurement process. Now, they use it for:

• Real-time PO tracking: Field Materials eliminated PO printouts with handwritten notes and reduced paperwork by allowing teams to instantly view open POs and status of each line item.
  
• Digital receipt uploading: Robertson Group Inc was able to improve record-keeping, simplify audits, and enhance financial transparency with easy digital uploads.
  
• Centralized vendor communication: Replaced scattered email chains with a built-in messaging platform, ensuring better coordination and fewer miscommunications.

According to Brandi, the new AI system has made procurement much more efficient:

"Now, we can just log in and instantly see what POs are still open and which line items are outstanding, rather than sifting through paperwork.”

Solving long-term challenges

Field Materials AI has transformed Robertson Group Inc.'s procurement and financial workflows. The company has seen major improvements in:

• Time savings—manual tracking and invoice processing have been significantly reduced.
• Real-time cost visibility—project managers can now see committed job costs as they happen, rather than waiting for invoices.
• Improved vendor relationships—communication with suppliers is smoother, reducing errors and payment delays.

“Before, procurement was barely being managed. Now, not only we have a structured process, but we’re actually able to take advantage of the time Field Materials has saved us," Brandi said.

With Field Materials in place, Robertson Group Inc. now has a scalable, automated system that supports long-term growth.