Streamlining Your Material Ordering Process: From Chaos to Control

Few things derail a construction project faster than a disorganized material ordering process. Whether it’s missing items, overstocked lumber piles, or emergency runs to the supplier, inefficient ordering kills productivity and profit.

But it doesn’t have to be that way. With just a few system upgrades, you can turn your ordering process into a well-oiled machine that supports faster builds, reduces waste, and protects your margins.

Step 1: Build Material Takeoff Templates

If you're starting every takeoff from scratch, you’re wasting time — and increasing the chances of error.

Instead:

• Create standardized material templates for common project types (decks, garages, pole barns, custom homes)

• Use historical data from past jobs to refine quantities

• Integrate templates into your estimating software or spreadsheets

Bonus: Faster estimates = more bids submitted and fewer forgotten items.

Step 2: Implement a Master Project Schedule with Order Milestones

Avoiding delivery chaos starts with timing.

Best practice:

• Add material order dates into your project schedule

• Tie each delivery to the phase it supports (e.g., framing pack, siding, insulation)

• Include lead time buffers and confirm delivery windows with your supplier

This keeps your project moving while minimizing site clutter and theft risk.

Step 3: Use Just-in-Time (JIT) Ordering Where Practical

JIT ordering limits jobsite storage, minimizes shrinkage, and frees up cash — but it requires tight coordination.

How to do it:

• Work with suppliers who understand your schedule and can deliver by phase

• Designate someone on your team to confirm site readiness before ordering

• Include alternate SKUs in your order sheet in case substitutions are needed

Caution: Don’t JIT critical path items unless you trust the supply timeline.

Step 4: Assign a Materials Manager or Point Person

Chaos thrives when “everyone is in charge” of ordering. Assign a single team member or role responsible for:

• Reviewing takeoffs

• Confirming inventory on hand

• Submitting and tracking orders

• Communicating with suppliers

This improves accountability and reduces duplicate or missed orders.

Step 5: Digitize Your Ordering System

If you’re still managing orders through texts, sticky notes, or whiteboards, it’s time to upgrade.

Use tools like:

• Buildertrend, CoConstruct, or JobTread to track materials by project

• Excel-based order logs shared via cloud storage for smaller teams

• Supplier portals or emails with confirmations in writing

This creates a searchable paper trail and simplifies follow-up when issues arise.

Step 6: Create Jobsite Receiving Checklists

Deliveries often arrive missing key items — and it’s not always noticed until it’s too late.

Create a receiving checklist that includes:

• Quantity check (count it before signing)

• Condition check (damaged items flagged)

• Assigned storage location

• Initials of person receiving the order

Tip: Snap a photo of each delivery as received for accountability.

Step 7: Track Material Usage to Refine Future Orders

Every job is a learning opportunity. Track which materials:

• Were over-ordered

• Had frequent change orders

• Got wasted or damaged

Use this data to adjust future takeoffs and templates. Over time, your orders become leaner, faster, and more accurate.

Final Thought

An efficient material ordering system does more than reduce hassle — it increases profitability, keeps your crew productive, and improves your client’s experience. A few simple process changes today can save thousands in rework, rush fees, and wasted time down the road.

At CMS, we help builders develop repeatable systems that deliver materials on time, every time. Whether you're staging for a custom build or replenishing a busy jobsite, we’ll help you move from reactive to proactive.

Looking to simplify your next material order?
📞 Contact Construction Material Specialists in Grand Rapids for reliable scheduling, tailored takeoffs, and contractor-first service.