Stephanie’s Story: Streamlining Procurement for Gulf Coast Utility Contractors (GCUC) with Field Materials and SAGE 100 Contractor
Before Gulf Coast Utility Contractors (GCUC) adopted Field Materials, their procurement process was manual and error-prone. As the company grew, managing materials, deliveries, and invoices using spreadsheets became unsustainable. With Field Materials AI platform integrated into SAGE 100 Contractor, GCUC introduced automation, improved visibility, and cut AP processing time in half.
Before Field Materials: Manual processes and limited visibility
Stephanie Mullins, Accounts Payable Assistant, managed procurement using Excel—tracking deliveries, logging invoices, and matching paperwork by hand. This led to several inefficiencies:
- Frequent Errors and Delays: Manual data entry caused typos, mismatches, and lost paperwork—slowing down invoice processing.
- Disjointed Documentation: Documents often had to be passed between people. For instance, delivery slips needed to be physically delivered. Plus, invoices and payment records were stored in two separate places, making verification time-consuming.
- Limited Visibility: Without real-time tracking, project teams lacked insight into material deliveries and order statuses.
"We manually built quotations in Excel, tracked deliveries, and matched invoices before entering everything into SAGE 100 Contractor. If something didn’t match, I had to dig through two filing cabinets to find the paperwork," Stephanie shared.
After Field Materials: Real-time tracking and automation
With Field Materials AI technology, GCUC eliminated spreadsheets and automated key steps in their procurement workflow. The team now benefits from:
- Real-time delivery ticket uploads directly from the field via Field Materials mobile app
- Invoices downloaded, processed, and synced automatically into SAGE 100 Contractor
- Eliminated manual data entry and verification for POs and invoices
- Increased visibility into delivery and billing statuses for field and office staff
“Field Materials virtually eliminated manual data entry and frustration over verifying paperwork, and dramatically accelerated invoice processing,” Stephanie said.
Solving long-term challenges
Since implementation, GCUC has transformed its procurement and AP operations. Key improvements include:
- 2x faster AP processing
- Reduced month-end bottlenecks
- Fewer invoice errors and missing documents
- Superintendents no longer need to call the office to check delivery statuses
With the Field Materials AI platform, Gulf Coast Utility Contractors now has a streamlined, scalable system that reduces administrative burden and supports efficient growth.
