"We can’t go back now" - how centralised procurement saves time and raises standards

Before adopting ProcurePro, Clegg Group relied on spreadsheets and email threads to manage procurement.

This created several pain points:

• Time‑consuming manual processes. Enquiry schedules and subcontracts were created in Excel and drafted manually. It was very labour‑intensive to fill in, and surveyors had to type up each subcontract individually.
• Scattered communications. Sending enquiries to multiple subcontractors by email meant relying on personal organisation: “you’re having to remember who you’ve sent them to, what you attached, and when”. Managing large drawing files or BOQs over email was difficult and time‑consuming.
• Lack of real‑time visibility. Because procurement information lived in individual spreadsheets and inboxes, there was little transparency. There was “a lack of visibility and real‑time information”, making it hard for project managers to track progress and for senior management to oversee procurement.
• Inconsistent documents and quality checks. Subcontracts varied in quality because “everyone would fill out the subcontract slightly differently”. Reviewing and approving contracts involved chasing multiple emails, and sometimes “one would slip the net”.

Clegg Group adopted ProcurePro to digitalise procurement and standardise processes across projects.

Key improvements include:

• Centralised procurement platform. ProcurePro combines enquiry schedules, tender documents, comparisons and contracts on one platform. Project managers and directors can log in and see exactly where each package is in the workflow, providing real‑time transparency and allowing senior staff to offer support when needed.
• Streamlined tendering and messaging. A central messaging function lets users send the same message to multiple subcontractors and issue addenda centrally. This eliminates scattered email threads and ensures all communication is captured against the package.
• Auto‑generated subcontracts and standardised templates. The most time‑consuming task before ProcurePro was populating subcontracts; now much of the contract is auto‑generated and surveyors simply append schedules and annexes.
• Team‑wide visibility and collaboration. With a single platform, project managers no longer need to chase surveyors for updates. Instead of receiving ten different emails for approvals, he can see all subcontracts awaiting review in one place.

‍