Procurement in construction projects: how to get better offers and lower risk
This article is part of the main guide: Costing in construction - a complete guide to profitable projects
📌 Updated January 2026 : The content has been updated in line with current practices for purchasing in construction.
Effective procurement in construction projects is not just about achieving the lowest possible price. It is about structure, competition, clear requirements and good interaction with suppliers. When the procurement process is orderly, risk, time and costs are reduced – while the quality of delivery increases.
In this article, we look at how contractors and project organizations can work more structured with purchasing, especially towards subcontractors, and which measures have the best effect in practice.
Briefly explained: Procurement in construction projects becomes more predictable when requests are clear, competition is real and supplier selection is done on a comparable basis. The result is lower risk, better prices and better control in project implementation.
Why procurement is critical in construction projects
Purchasing goods and services from subcontractors often accounts for a significant portion of project costs. Yet, purchasing is an area that in many projects is handled unstructured and under time pressure.
Consequences of weak purchasing processes
Typical consequences are:
Incomplete or unclear offers
poor basis for comparison
higher costs than necessary
increased risk of changes and conflicts later in the project
When procurement is treated as an integrated part of project management – and not as an urgent matter – both finances and implementation become more predictable.
Purchasing from subcontractors – this is how the process works
Procurement from subcontractors in construction projects usually follows a fixed logic, although the maturity varies between projects and organizations.
A typical purchasing process
The process often consists of:
to define needs and scope
to prepare clear requests
to put the work out to competition
to evaluate and compare offers
choosing a supplier and following up on the agreement
The clearer the requirements and structure that are established early on, the better the results will be later in the project.
How to get more and better offers from suppliers
In order to get good and competitive offers, suppliers must also have good conditions to price the work correctly.
A good purchasing basis also requires that quantities and assumptions are correctly calculated in advance.
What often prevents good deals
Unclear descriptions, fragmented documentation, and poorly structured requests often lead to:
fewer offers
higher prices
more reservations in the offers
This weakens competition and makes comparison more difficult.
What suppliers need to price correctly
To achieve better offers, suppliers should receive:
clear job descriptions
clear scope and expectations
relevant documentation collected in one place
a clear way to deliver offers
When suppliers understand the task and experience the process as orderly, both the quality of the offers and competition increase.
Competitive bidding – why structure gives better prices
Competitive bidding is not just about price pressure, but about creating a fair and comparable basis for decisions.
Clear descriptions provide better comparability
The more precisely the work is described, the easier it will be to:
compare offers
uncover real price differences
reduce the risk of additions and misunderstandings
Comparison and dialogue before choosing a supplier
A structured purchasing process makes it easier to:
see what is actually included in the offers
identify deviations and reservations
conduct dialogue and clarifications before final selection
This results in better decisions – not just a lower price.
Common mistakes in the purchasing process
Even experienced players often make the same mistakes in purchasing:
unclear or incomplete requests
documentation scattered in emails and folders
lack of basis for comparison
little structure in the evaluation of offers
purchases that occur too late in the project
What these mistakes have in common is that they are rarely about a lack of will, but about a lack of structure.
When manual processes don't work
Manual procurement processes can work for small and simple projects. As projects get larger, more suppliers are involved, and documentation requirements increase, manual solutions quickly become a bottleneck.
What system support can contribute
System support can provide, among other things:
better overview of requests and offers
structured comparison
clear documentation
less personal dependence in the process
For many entrepreneurs, this becomes a natural next step when manual processes no longer provide sufficient control.
An example is myoffer , which can be used to structure the purchasing process and interaction with suppliers, closely linked to projects and estimates.
Frequently asked questions about procurement in construction projects
Below we have collected answers to common questions about purchasing in construction.
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Procurement in construction projects is about acquiring goods and services from subcontractors in a structured and competitive manner. The goal is to ensure the right quality, price and delivery on time, with the least possible risk of errors and additions.
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Structured purchasing provides a better basis for comparison between offers, reduces the risk of misunderstandings and contributes to more predictable finances and progress in the project. Unstructured purchasing increases the risk of cost overruns and conflicts.
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To get better quotes, requests should be clear, well-documented, and easy to respond to. When suppliers understand the scope, requirements, and expectations, the quality of quotes increases and competition improves.
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Common mistakes include unclear requests, documentation scattered in emails, lack of basis for comparison, and procurement that is carried out too late in the project. These mistakes are often due to a lack of structure, not a lack of expertise.
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System support becomes particularly useful when projects become larger, more suppliers are involved and documentation requirements increase. Digital solutions provide better overview, structured comparison and less personal dependence in the purchasing process.
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Procurement is a central part of project management. When the procurement process is closely linked to the project, costing and progress, decisions are better anchored and implementation is more predictable.
In summary – this is how you can be more successful with purchasing
Smarter purchasing is about more than price. It's about:
clear requirements and structure
good competition exposure
neat documentation
predictable interaction with suppliers
When purchasing is treated as a natural part of project management, both profitability and quality of projects increase.