Every commitment traced.Every mismatch caught.
The award already says what you bought. This drafts the purchase orders against it, levels the quotes that got you there, and tells you when a submittal stops matching the order.
- Drafts purchase orders from the award, against your own cost codes
- Levels vendor quotes to one basis, so you compare numbers not formats
- Flags a submittal or lead time that stops matching the order
Where the award covers it, the commitment points at the line it came from. Where the documents disagree, you get a flag before the order ships.
From awarded scope to issued commitments.
Three things have to hold for a commitment to survive a vendor dispute. What was awarded, what it was coded against, and who issued it.
Every commitment traced to the award it came from
Open any purchase order line and it points back at the awarded scope and the accepted quote, so a vendor dispute has an answer instead of an argument.
- Every PO line traces back to the award, the quote and the cost code it belongs to
- Alternates stay separate lines rather than folded into the base, because the vendor priced them separately
- Revision aware. When a scope changes, you get the affected commitments flagged instead of quietly overwritten
- Splits by building or phase, so a release maps to the schedule instead of one lump order
- Anything the award does not cover comes back to you as a question, not folded into the order
The third line does not get a guessed rate. It becomes a question, and the run holds until you answer it.
Three quotes, one basis, no retyping
Vendors describe the same package three different ways. Leveling that by hand is retyping, and retyping is where the errors get in.
- Units leveled, so an each, a linear foot and a bundled lot compare straight across
- Freight, tax and handling broken out rather than buried inside a rate
- A line one vendor quoted and the others left out gets flagged, not quietly dropped
- Alternates and equivalents flagged against the specified product
- Your own vendor history sits alongside the new quote, so an outlier is obvious
You catch the mismatch before the order goes out
A submittal comes back with a substitute. If purchasing never hears, the PO says one thing and the delivery says another. You should catch that conflict on a screen, not on site.
- Submittal register, accepted quote and draft PO checked against each other
- Substitutions and equivalents flagged with the documents attached
- Lead times logged from the quote and watched against the release date
- Nothing gets decided automatically. Your buyer and your engineer do
- A person issues every commitment. The system never does
Award in. Purchase orders out. Every line traceable.
Four steps, and you can see the state of the estimate at each one. Nothing happens in a place you cannot look at.
Load the award
Whatever you actually have. The awarded scope, the accepted quote, the budget, last job's vendor pricing.
It reads and drafts
Purchase orders against the right cost codes, split by building or phase, with alternates kept as their own lines.
You review and issue
The buyer corrects anything misread and issues. The commitment is a human act, every time.
It keeps watching
Submittals against POs, lead times against the schedule. When they stop agreeing, you hear about it early.
One package. Every commitment it creates.
Repair and maintenance work rarely arrives as a single trade. Here is what actually gets measured for each scope.
Purchase orders
What gets measured
Drafted from the award and the accepted quote, mapped line by line to your cost codes. Split by building or phase so each release matches the schedule. Alternates stay separate.
Quote leveling
What gets measured
Vendor quotes leveled to one basis. Units aligned, freight and tax broken out, missing lines flagged instead of dropped.
Material releases
What gets measured
Releases scheduled against the phase that needs the material, not the date you placed the order.
Submittal reconciliation
What gets measured
The submittal register, the accepted quote and the issued PO checked against each other. Substitutions flagged with documents attached, before the order ships.
Lead times
What gets measured
Logged from the quote and watched against the release date, so a slip is a flag rather than a surprise on site.
What the award says, and what nobody wrote down.
The award, the accepted quote and the submittal register rarely agree for long. A substitution lands, a lead time moves, a building gets rephased. Ruh treats those three documents as one set and tells you when they diverge.
What the award already tells you
- The scope, quantities and unit rates you accepted
- Inclusions and exclusions, which decide what the PO can legitimately cover
- Delivery expectations and any lead time the vendor quoted
- Which cost codes the work belongs against
What nobody wrote down
- That a submittal came back with a substitute manufacturer
- That the lead time moved three weeks after award
- That building four got rephased and its release date moved
- That one vendor bundled freight and the other two did not
No commitment you cannot trace.
The fear in procurement is not that the paperwork is slow. It is standing in front of a vendor with a number you cannot explain.
The award is the source, not a template
It drafts commitments from the scope and quote you actually accepted, against your own cost codes, not a generic chart of accounts.
Comparable before decided
It puts every quote on one basis first, so you are choosing between numbers, not formats.
We flag the disagreement. You settle it
When the submittal, the quote and the PO stop agreeing, it goes in front of the buyer with the documents. The system does not pick.
A person issues every commitment
It drafts, levels, checks and tracks. It never signs, and it never will.
Our estimators spent more time retyping quantities than thinking about scope. Ruh reads our drawings like a senior estimator and hands back a priced estimate we want to review, not rebuild.
ADF GroupWhy there is one quote here and not six
The other references on our site are from teams running the invoice, change order and pay application agents. They are real, and they are about different products. Putting them on this page would be borrowed credibility.
This build is newer. Ask for references on the walkthrough and we will tell you honestly where it stands, which is the same way we handle a document set that does not agree with itself.
Try Ruh on a real bid. 100% money-back guarantee if you are not satisfied.*
*Scoped delivery, terms apply. Read the guarantee terms
Questions buyers ask.
Does it issue purchase orders on its own?+
No. It drafts them from the award and the accepted quote, maps each line to a cost code, and hands the draft to the buyer. Issuing a PO commits money, so it stays a human act every time.
How does it handle three vendors who describe the package differently?+
It levels them to one basis. Units aligned, freight and tax broken out rather than buried, and any line one vendor quoted but the others left out flagged explicitly. You compare numbers instead of formats.
Will it catch a substitution that arrived through a submittal?+
That is one of the main things it looks for. It reads across the submittal register, the accepted quotes and the draft POs and flags where they disagree, with the documents attached. It does not resolve the conflict; it puts it in front of the buyer and the engineer before the order ships.
Do we have to replace our ERP or accounting system?+
No. Leave the system of record where it is and point this at the parts of the cycle that leak, usually quote leveling and the submittal-to-PO check. There is no migration, and you can run it on one package before expanding.
Where does our vendor pricing go?+
It runs inside your own tenant and reads only your own documents. Your quotes, vendor rates and purchase orders are not pooled into a shared dataset or used to answer another company's questions.
Bring your next awarded package.
A 30 minute walkthrough on a real award. Bring the accepted quote, the submittal register and your cost book, and we run the scope live on the call. Your buyer decides whether the commitment goes out.
No card to start100% money-back guarantee*