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Custom Construction & Project Management
ERP Implementation

Client : AL Yaqeen Unique Projects LLC

Industry : Construction & Infrastructure

Custom Construction & Project Management ERP Implementation

Business Overview

AL Yaqeen Unique Projects LLC is a prominent player in the construction sector, handling large-scale projects like government educational facilities and infrastructure developments. Construction projects require meticulous tracking of sub-phases, massive Bills of Quantities (BOQs), and strict material utilization controls. They needed a highly customized ERP solution to replace fragmented tracking methods and unify their operations from the site engineer's material request to the final accounting invoice.

Core Business Challenges

Complex Project Hierarchies

A single construction project comprises multiple distinct phases (e.g., Sub Structure, Civil Finishing, MEP), which standard CRM/Project modules couldn't track accurately in terms of localized budgets and timelines.

Material Leakage & Lack of Control

Without a strict approval workflow, ordering and dispatching materials to construction sites often led to budget overruns and unauthorized procurement.

Disconnected Procurement & Logistics

Site engineers lacked visibility into the main warehouse inventory, causing unnecessary external purchases when materials were already in stock.

Manual Milestone Billing

Generating invoices based on exact project completion percentages was a manual, error-prone task that delayed cash flow.

Solution Focus

Custom Project Hierarchy

Custom Project Hierarchy

BOQ Management

BOQ Management

4-Tier Material Approval Matrix

4-Tier Material Approval Matrix

Integrated Project Accounting

Integrated Project Accounting

The Proposed Solution & Custom Architecture

To address these unique industry challenges, CandidRoot developed a bespoke "Construction" module within Odoo, engineered specifically for AL Yaqeen’s operational workflows.

1

Project & Sub-Project Structuring

  • Created a custom Master Project dashboard to track high-level client details (e.g., Ministry of Education), project stages, and geographic coordinates (Lat/Long) for site locations.
  • Implemented a Sub-Project Architecture allowing project managers to break down master projects into specific phases like External Work, Civil Finishing, and Structure MEP, each with its own timeline, cost tracking, and dedicated BOQ.
2

Dynamic BOQ (Bill of Quantities) Management

  • Integrated a highly detailed BOQ system at the sub-project level.
  • Project managers can define exact material requirements (e.g., Back Filling Material, Aggregate 3/4"), tracking required quantities, unit prices, and sub-totals to establish a strict baseline budget for materials and labor.
3

The 4-Tier Material Requisition & Approval Matrix

  • We engineered a rigorous, multi-level approval workflow to enforce strict quality and budget controls:
    1. Initiation: The Site Engineer generates a Project Material Request (PMR) based on the approved BOQ for their specific sub-project.
    2. Verification: The Quality Incharge reviews the request to ensure it meets site standards and project specifications.
    3. Approval: The Project Manager provides final authorization, ensuring the request aligns with the remaining BOQ budget.
    4. Fulfillment: The Logistics/Store Manager receives the approved request. The system prompts them to check the internal warehouse first via an "Internal Transfer." If the stock is unavailable, they seamlessly generate a Purchase Order to procure it from assigned vendors before dispatching it to the site.
4

Milestone-Based Accounting & Invoicing

  • The custom construction module is deeply integrated with Odoo Accounting.
  • As sub-projects and BOQs are marked as completed, the system dynamically calculates the completion percentage and triggers automated milestone invoices, ensuring AL Yaqeen maintains a healthy, accurate cash flow.

Business Impact & Value Delivered

Total Budgetary Control

Tying every single material request strictly back to the approved BOQ completely eliminated unauthorized procurement and material wastage.

Streamlined Site-to-Office Communication

The 4-tier approval matrix digitized the entire requisition process, removing paperwork delays and keeping site engineers fully aligned with the central logistics team.

Optimized Inventory Utilization

Forcing internal warehouse checks before external procurement significantly reduced redundant material purchases.

Scalable Project Management

AL Yaqeen now possesses a highly tailored digital infrastructure capable of managing simultaneous multi-million dollar infrastructure projects with granular visibility into every single bag of cement and truck of aggregate.

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