Work is often late not because the crew is slow, but because materials or subcontractors arrive late. A procurement schedule counts back from the date a material is needed on site: minus the supplier’s lead time and a buffer gives the latest order date.
The order date formula
Latest order date = the work’s start date in the gantt chart minus the supplier’s lead time minus a buffer. For example, frames are installed in week 8, made-to-order lead time is 4 weeks, buffer 1 week: order by week 3 at the latest.
Example lead times
| Material or subcontract | Example lead time | Note |
|---|---|---|
| Reinforcing steel and cement | A few days to 1 week | Check supplier stock when prices rise |
| Ready-mix concrete | 1 to 2 days, booked | Order to the pour schedule |
| Lightweight blocks | 1 to 2 weeks | Delivered by the truckload |
| Aluminium frames, special doors | 3 to 5 weeks | Needs a site measurement first |
| Roof frame subcontract | 2 to 3 weeks | Contract and shop drawings approved first |
| Tiles and sanitary ware | Stock or 2 weeks | Get one production batch so the colour matches |
The figures are examples. Ask your suppliers for real lead times and record them, because they change with the season and demand.
Steps
- From the BOQ, list the main materials and subcontracts with their quantities and work item codes.
- From the gantt chart, take each work item’s start date.
- Ask suppliers and subcontractors for their lead times.
- Work out the latest order date, and the date drawings or samples must be approved if needed.
- Put each PO’s payment terms into the cash flow: supplier down payment, payment on delivery, or credit.
- Update it every week with the work schedule.
Common mistakes
- Ordering all materials at the start, draining cash and leaving materials to spoil in storage.
- Ordering made-to-order items too close to the installation date.
- Forgetting the time the client needs to approve samples or shop drawings.
- Not updating the procurement schedule when the work schedule moves.
The full guide is in How to create a weekly construction schedule report in Google Sheets. It has a free template (Excel or Google Sheets) and a checker that reads your own workbook.
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Common questions
What is a material procurement schedule?
A list of when each material and subcontract must be ordered and delivered, counted back from the work schedule.
How is the order date worked out?
The work’s start date minus the supplier’s lead time minus a time buffer.
Why does the procurement schedule feed the cash flow?
Because every PO has payment terms: a down payment, payment on delivery, or credit. All of it is money going out that must be ready.