Project delays and contractual claims are often blamed on external factors such as price inflation, client changes, or unforeseen conditions. However, a significant number of disputes originate from something far more controllable: poor procurement decisions.

When procurement is reactive, unstructured, or poorly documented, it creates a chain reaction that affects cost, time, and contractual relationships.

At WeConstructHub, many procurement-related challenges observed across projects are not caused by lack of materials, but by how procurement decisions are made and managed.

1. Late Procurement and Programme Disruption

One of the most common procurement mistakes is ordering materials too late.

Late procurement leads to:

• Missed delivery windows

• Site downtime

• Rushed purchases at higher prices

When activities cannot proceed as scheduled due to unavailable materials, project programmes slip. These delays often become the basis for extension of time (EOT) claims or disputes between contractors and clients.

2. Inconsistent Supplier Selection

Changing suppliers frequently without clear criteria introduces uncertainty.

Common consequences include:

• Inconsistent material quality

• Variable delivery timelines

• Pricing disputes

When suppliers fail to deliver as expected, contractors struggle to prove responsibility due to weak procurement documentation.

Reliable procurement is built on supplier consistency, not constant price chasing.

3. Poor Documentation of Orders and Deliveries

Procurement decisions made verbally or through scattered messages are difficult to defend contractually.

Without proper records:

• Quantity shortfalls are hard to prove

• Delivery delays become disputed facts

• Claims lack supporting evidence

Many claims fail not because they are invalid, but because they are unsupported by procurement records.

This is why structured order logs and delivery confirmations are critical.

4. Emergency Purchases and Cost Escalation

Reactive procurement often forces contractors into emergency purchases.

Emergency buying usually results in:

• Higher material prices

• Limited supplier choice

• Unfavourable payment terms

These increased costs can lead to variation claims, which are frequently contested when there is no clear link between procurement timing and price escalation.

5. Weak Coordination Between Site and Procurement Teams

When site teams and procurement teams operate independently:

• Materials arrive too early or too late

• Storage issues arise

• Programme alignment breaks down

This lack of coordination increases the risk of both delays and disputes, especially on fast-track projects.

6. How Better Procurement Reduces Claims and Delays

Contractors can significantly reduce procurement-related claims by:

• Planning material orders in line with the programme

• Using reliable and consistent suppliers

• Keeping clear records of prices, orders, and deliveries

• Verifying deliveries promptly

• Centralizing procurement decisions

These practices improve transparency, accountability, and contractual defensibility.

At WeConstructHub, the marketplace and knowledge systems are designed around these principles—helping contractors move from reactive procurement to planned, documented, and reliable material sourcing.

Conclusion

Poor procurement decisions do not only increase costs—they directly contribute to delays, disputes, and failed claims.

By adopting structured procurement practices and prioritizing transparency, contractors can:

• Protect project timelines

• Reduce contractual disputes

• Improve overall project performance

As construction projects become more complex, platforms like WeConstructHub play a critical role in supporting smarter procurement decisions that reduce risk and improve delivery outcomes.