ERP for MEP suppliers who quote, buy and deliver by item code
For MEP, HVAC and electrical suppliers. AI turns the contractor's PO or RFQ into a coded quotation, then buying, dispatch and invoicing follow in one flow.
In short
1flux is an ERP for MEP suppliers and electrical distributors whose quotations run to hundreds of coded lines: pipe, valves, pumps, cable, cable tray, switchgear, lighting and ductwork. Import PO with AI reads the contractor's PO or RFQ and drafts the quotation lines, matched to your item codes. Approvals, numbered revisions and quotation requests keep long quotes in order, buyers compare supplier quotes line by line, and the warehouse dispatches in part as floors become ready.
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- A salesperson opens a new draft quotation and chooses Import PO with AI.
- They drop in the customer's purchase order, PO-4471.pdf.
- 1flux imports 8 lines with a 94% confidence score: it fills the customer reference (PO-4471), the quote date and the currency (USD), and matches each item code to the catalogue.
- The salesperson chooses the customer and checks the totals. The source file stays attached to the quotation.
Why do MEP quotations take so long?
The consultant's BOQ becomes the contractor's RFQ: 300 lines of pipe sizes, valve ratings, cable sizes and fittings, sent as a PDF or a scan. Someone retypes it, line by line, into a quotation.
“We retype every RFQ, and every retype has a mistake.”
“The consultant's comments mean a new revision every week.”
“We buy in boxes and sell in pieces.”
“The site wants half now and half next month.”
Then the buyers chase three suppliers for the same cable schedule, compare their offers in a spreadsheet and can’t say later why one won. The goods arrive in parts, the site calls for them in parts, and finance has to work out what to invoice.
How does an MEP order run through 1flux?
From the contractor's RFQ to the last delivery, each document starts from the one before it, so the item codes you quote are the item codes you buy, dispatch and invoice.
Import the enquiry
Drop the contractor's PO or RFQ into a new quotation; AI drafts the coded lines.
Price and approve
Check the draft, set discounts and availability; approval rules check the total.
Revise
Each round of consultant comments becomes a numbered revision with a reason.
Win on the PO
Attach the contractor's PO to the accepted quotation; operations create the sales order.
Buy line by line
Raise a “Customer demand” requisition, compare supplier quotes and award each line with a reason.
Receive
Stores check the delivery in on a GRN; the goods receipt report posts stock and the journal.
Dispatch in part
Ship what each floor needs. Each dispatch creates a delivery note.
Invoice what left
Invoice delivered quantities and record the payments.
What should an ERP for MEP suppliers do?
An ERP for MEP suppliers has to carry hundreds of coded lines from the contractor’s document to the delivery note without anyone typing them twice. This is what 1flux does at each step.
| What you need | What 1flux does |
|---|---|
| Quote from the contractor’s document | Import PO with AI reads a PO or RFQ (PDF, PNG, JPEG or WebP, up to 10 MB) and drafts up to 200 lines |
| Long quotations | Up to 500 lines per quotation, with headings, line and document discounts, and availability per line |
| Your own item codes | A coded category tree up to 4 levels; item codes by category sequence, global sequence or manual entry |
| Packs and units | Packs per item (for example a box of 30 pieces) for purchase and sale defaults; units of measure with conversions |
| Estimators who price for sales | Quotation requests: Requested → Approved → Assigned → In preparation → Quoted |
| Consultant comments | Numbered revisions (/R1, /R2), each with a reason; earlier versions kept |
| Submittals | Raise a submittal request on a project and route it to submittal coordinators |
| Buying from several suppliers | Supplier quotes side by side, with a “Best” badge and an award reason per line |
| Deliveries as floors become ready | Partial dispatch, a delivery note for each drop, and invoices for what was delivered |
Turn the contractor's PO or RFQ into a quotation with AI
1flux is the AI-native ERP: its AI works on the same catalogue, item codes and permissions as your team. Import PO with AI is where an MEP supplier feels it first. Drop the contractor’s PO or RFQ into a new quotation, as a PDF, PNG, JPEG or WebP file of up to 10 MB, and 1flux drafts it.
- Fills the customer reference, the date, the currency and up to 200 lines
- Matches item codes to your catalogue and shows a confidence score
- Never invents values, and ignores instructions hidden inside the document
- Attaches the source file to the quotation, so anyone can check the draft against it
- Never sends anything to the customer on its own: the salesperson reviews the draft, and your approval rules apply
- Customer PO or RFQ (PDF or photo, up to 10 MB).
- Import PO with AI (Reference, date, currency).
- Draft lines (Up to 200, with confidence).
- Catalogue match (Exact item codes).
- You review (Customer and totals).
Your item codes, packs and units, in one catalogue
MEP stock lives and dies by its codes. 1flux keeps items in a coded category tree up to 4 levels deep, and item codes follow the category sequence, one global sequence or your own manual codes. Validation rules on catalogue fields (required, length, pattern, allowed values) apply to forms, imports and bulk edits alike.
- Packs per item, such as a box of 30 pieces or a drum, set the purchase and sale defaults
- Units of measure: 30 seeded with your workspace, with 10 conversions between them
- Barcodes: capture EAN-13, UPC or Code 128, or generate internal EAN-13 codes, and print A4 label sheets
- Price channels such as List Price and Contractor, each with dated price history
- Import up to 10,000 items per file, matched on code or barcode and validated before anything is saved
Long quotations that stay in order, round after round
A 1flux quotation holds up to 500 lines, with headings to split it by system: plumbing, HVAC, fire fighting, electrical, low current. Each line carries its own discount and availability, such as Ex-Stock, and the server recalculates every line from the item’s list price and tax code on the quote date.
When a salesperson needs an estimator to price a package, they raise a quotation request from the deal: Requested → Approved → Assigned → In preparation → Quoted. Approval rules by total amount block sending until the right person approves, and the approved PDF is locked. Every round of consultant comments becomes a numbered quotation revision (/R1, /R2) with a reason, and earlier versions are kept.
- Requested (From the deal).
- Approved.
- Assigned (To the estimator).
- In preparation.
- Quoted (Quotation sent).
Raise submittal requests from the project
In 1flux CRM, a project is the site, building or tender you sell into, tagged with its scope of work, such as Mechanical and Electrical. 1flux lets you raise a submittal request on a project and route it to your submittal coordinators, with SUB-numbering, stages and time limits.
- Each request records the title, consultant, discipline, required-by date and the items involved
- New requests rotate among the seeded Submittal coordinator role, numbered
SUB-00001onwards - Deals link to projects many-to-many, so the chiller package and the cable package sit on the same project
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- Project: Marina Heights Tower B fit-out. Raise submittal request.
- Title: Distribution boards, product data. Consultant: Meridian Engineering Consultants (required). Discipline: Electrical. Required by: 22 Oct 2026.
- Items summary: 12-way and 24-way distribution boards, with data sheets.
- Once raised, the request is numbered in the SUB-00001 series and rotates among the Submittal coordinator role.
Buy line by line, with a reason on record
Every supplier quote for a requisition on one screen. The lowest valid price gets a Best badge, and each award needs a reason.
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- Compare offers shows three suppliers’ quotes for one requisition: unit price and line total in AED for each item, with each supplier’s validity and lead time.
- The lowest valid price for each item gets a Best badge: Saffar Valves Trading for the gate valves, Tidewell Pipe Supplies for the pipe and Coralbay Building Materials for the pumps.
- The buyer awards the gate valve line to Saffar Valves Trading. The Award reason is required and is pre-filled with Lowest valid unit price, because this is the recommended offer.
When a contractor’s order needs stock you don’t hold, buyers raise a purchase requisition with the purpose Customer demand (sales order). It names the sales order and can copy its open lines, so the codes you quoted are the codes you buy.
An approved requisition prints as a request-for-quotation PDF. Buyers record each supplier’s quotation with its file, compare offers side by side and award each line with a reason; 1flux then drafts one purchase order per awarded supplier, in the quote’s currency. Issued orders print as a local purchase order with your letterhead. See requisitions and quote comparison.
Dispatch as floors become ready, and invoice what left
Activating the sales order reserves its stock and puts it on the warehouse board: To pick → Picking → Ready to dispatch. Pick and dispatch screens never receive prices, so storekeepers see quantities only.
When the site calls for part of the order, the warehouse dispatches it, records the vehicle and driver, and creates a delivery note that reduces stock and posts cost of goods sold. The rest returns to To pick. Finance invoices what was delivered, in one invoice or several, with tax per line and a due date from the customer’s credit terms.
- Sales order (40 items ordered) . Nothing posts.
- Delivery note (24 dispatched) . Posts Dr COGS , Cr Inventory.
- Back to To pick (16 remaining): Part delivered · to pick . Nothing posts.
- Delivery note (16 dispatched) . Posts Dr COGS , Cr Inventory.
Which MEP and electrical suppliers use 1flux?
Suppliers whose quotations are long, coded and revised, and whose deliveries follow the site.
Electrical distributors
Cable, cable tray, switchgear, lighting and accessories, quoted by code and dispatched by drum, box or piece.
HVAC suppliers
Chillers, fan coil units, ductwork and controls, with packages quoted per project and revised per round of comments.
Plumbing and fire-fighting suppliers
Pipe, valves, pumps and fittings, bought line by line from the best supplier offer.
Selling into the same projects as the main contractor’s other packages? See ERP for building materials suppliers.
Can 1flux read a contractor's PO or RFQ?
Yes. Import PO with AI reads a customer's PO or RFQ as a PDF, PNG, JPEG or WebP file of up to 10 MB. It fills the customer reference, date, currency and up to 200 lines, matches item codes to your catalogue and shows a confidence score. It never invents values, it ignores instructions hidden in the document, it attaches the source file, and it never sends anything to the customer on its own.
How long can an MEP quotation be in 1flux?
1flux quotations hold up to 500 lines, with headings to group them, for example by plumbing, HVAC and electrical packages. Each line can carry its own discount and availability, such as Ex-Stock, alongside a document discount and shipping. The server recalculates every line from the item's list price and tax code on the quote date, and up to 30 attachments travel with the quotation.
Can 1flux handle our item codes, packs and units?
Yes. Items sit in a coded category tree up to 4 levels deep, and item codes run by category sequence, a global sequence or manual entry. Each item can have packs, such as a box of 30 pieces, used for purchase and sale defaults, and 1flux seeds 30 units of measure with 10 conversions. Barcodes can be captured or generated, and items import 10,000 rows at a time.
Can an estimator prepare a quotation for a salesperson?
Yes. A salesperson raises a quotation request from the deal, with the lines and attachments the estimator needs. The request moves from Requested to Approved, Assigned, In preparation and Quoted, with an optional manager approval step, and it moves to Quoted when the quotation is sent. Everyone can see where each request stands without chasing it by phone.
Can we keep every revision after the consultant's comments?
Yes. Each revision of a 1flux quotation is numbered /R1, /R2 and so on, and every revision needs a reason. Earlier versions are kept, so every round of comments stays on record. When a version is approved, its PDF is locked: the same file is emailed, shown on the customer link and downloaded, and it can't be altered.
Can we compare supplier quotes before we buy?
Yes. Buyers send request-for-quotation PDFs, record each supplier's quotation with its file attached, and compare the offers side by side, with a Best badge on the lowest valid price per line. Each line is awarded with a reason, and 1flux drafts one purchase order per awarded supplier, in the quote's currency. A Customer demand requisition keeps the purchase linked to the sales order it serves.
Can we raise submittals for a project in 1flux?
Yes. 1flux lets you raise a submittal request on a project and route it to your submittal coordinators, with SUB-numbering, stages and time limits. Each request records the title, the consultant, the discipline, the required-by date and the items involved. Requests rotate among people with the seeded Submittal coordinator role, so nothing waits on one inbox.
Can we dispatch part of an order and invoice what was delivered?
Yes. The warehouse can dispatch part of a sales order as floors become ready: 1flux creates a delivery note for what left, posts cost of goods sold and puts the rest back on the pick list. Finance invoices stock lines up to the delivered quantity, in one invoice or several, and services can be invoiced without a delivery.
Import PO with AI
Drop in a customer's PO or RFQ and get a draft quotation, matched to your catalogue, with a confidence score.
AI in 1flux
AI that works on the same records, permissions and audit trail as your team, and drafts quotations from customer POs today.
Quotations
Quotes from your catalogue or a customer's PO, approved, locked and sent.
Item master
Goods, services and digital products in one catalogue, in up to 7 languages.
Requisitions and quote comparison
Requisitions with a purpose, RFQ PDFs, recorded quotes and awards with a reason.
Building materials and project supply
Track every project, quote the contractor formally and deliver to site in drops.
Book a demo
Bring your longest RFQ to the demo
We'll import it into a quotation with AI, match it to a catalogue and walk it through to the purchase order and the first delivery.
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