For mechanical procurement coordinators
You keep the job moving. The day goes to the paper chase.
RFQs, the “where’s my truck” chasing, and the three-way match — Mission diagnoses the operating constraint before prescribing the build.
Your day
The sourcing call is yours. The re-keying is the tax.
You turn a foreman’s “need this by Thursday” into an RFQ, a quote grid, a PO, and a delivery that actually lands — across the field, the PMs, the warehouse, and a stable of distributors. The award and the spec judgment are craft. Everything around them is keystrokes.
- The sourcing judgment only you can do
- Negotiating price and terms with the rep, knowing which distributor actually has stock and won’t blow the schedule, judging PVF spec substitutions, deciding when to expedite versus re-source, and the vendor relationships that get you a favor when a job is on the line.
- Re-keying, chasing, tracking, reconciling
- Typing RFQs, hand-building the quote-comparison grid as PDFs trickle in, cutting and revising POs, re-entering the same line items across email → Excel → Sage → Procore, confirming acknowledgments, tracking which deliveries landed, and matching packing slips against POs against invoices. Kojo sizes the reconciling alone at 20+ hours a week for a mid-size contractor.
What it costs
One coordinator can only chase as many open POs as they can type.
The keystroke tax caps your job load — and every unquoted buy and lost packing slip leaks margin the estimate was supposed to survive.
Material buys go out without leverage
Kojo’s industry data: nearly half of purchases are bought without a competitive quote because there isn’t time — leaving 5–20% vendor price spread on the table on material that runs 30–50% of a mechanical job’s cost.
Every revised PO carries its own tax
Every PO and every change-order revision carries roughly $68 of overhead to process (Kojo) — so the swivel-chairing between Sage and Procore is real money, line by line.
The office pays for missing paperwork
When the three-way match doesn’t happen because the packing slip is lost in a foreman’s truck, billing errors get paid silently — and 48% of deliveries never get reported back to the office at all.
Directional patterns from the trade and from operator interviews — not Mission results. Your numbers get established in the assessment.
Where the constraint often shows up
It blasts the RFQs, chases the truck, and matches the slip.
You don’t need to know anything about AI. You set the vendor list and the workflow once, in plain language, and Mission’s agent runs the keystroke half of every order — then hands the draft back for you to award and approve.
- Blasts the RFQ and normalizes the quotes
Sends the line list to your standing vendor set — Ferguson, Hajoca, the local PVF and supply houses — ingests the emailed and PDF quotes that come back, and builds the side-by-side comparison grid automatically. You make the award.
- Drafts the PO and keeps Sage and Procore in sync
Drafts the PO in Sage 300 from the chosen quote and mirrors it into Procore, re-keying change orders and partial fulfillments in both so the systems never drift. You approve and release.
- Watches open POs and drafts the expedite list
Monitors needed-by dates against acknowledgments, flags back-orders and slips, drafts the “where’s my truck” call-and-email list, and pushes confirmed ETAs to the field. You work the relationship and the hard calls.
- Runs the three-way match
Captures packing-slip photos from the field, matches slip → PO → invoice, and surfaces only the exceptions — shorts, overages, and price mismatches — for AP. You clear the genuine discrepancies.
The result
The sourcing calls stay with you. The paper chase is already done.
When the RFQs, the expediting, and the reconciling run on their own, what caps your job load stops being how fast you can type and starts being the sourcing judgment you’re good at.
Dozens of open jobs run out of email, PDFs, and one open-PO spreadsheet.
- The same quote gets re-typed into Sage and Procore by hand.
- You find out a delivery landed only when the wrong fittings show up.
- AP forwards an invoice that doesn’t match a PO no one can find.
The quotes are compared, the trucks are tracked, the slips are matched.
- RFQs go out and come back normalized for your award.
- A back-order is flagged while you can still re-source it.
- Packing slips and invoices match the PO before they hit AP.
Safe by default
You award every vendor and release every PO.
The agent does the typing, the chasing, and the matching; the negotiation, the spec judgment, and the buy-timing stay with you. Nothing goes to a vendor without your approval, and anything uncertain is flagged, not guessed.
- Connected
- Works inside the tools you already run on — email, calendars, sheets, your CRM, your portals.
- Approved
- Anything risky or off-mission is held for your sign-off before it touches data or goes out the door.
- On mission
- You set the assignment once. The work stays on it for days and weeks without drifting.
- Observable
- You always have a clear view of what ran, what changed, and what needs a call — no transcript spelunking.
Source the material. Not the spreadsheet.
Show us the RFQs, the expediting, and the three-way match you do by hand on every order, and we’ll show you exactly what Mission would do for you.
Not ready to talk? Map one workflow yourself — free, no sign-up, and the first three steps put a dollar figure on it.