RFQ Sent to 3 Suppliers
VA requesting bids for commercial fixtures
Purchase Order Generated
PO #4489 logged in QuickBooks & sent to vendor
Shipment Expedited & Tracked
Freight ETA updated in Procore schedule.
Stop Chasing Vendors.
Keep Projects Moving.
Stop losing hours on hold with suppliers and tracking delayed freight. Hire a highly trained Procurement Virtual Assistant to source materials, build POs, and expedite shipping—fully supervised by a Dedicated Project Manager for free.
100%
Fully Managed
3x
Bids Per Item
70%
Overhead Savings
Integrated Seamlessly Into Your Tech Stack
The Smart Alternative to an In-House Buyer
Contractors, manufacturers, and e-com brands use Sagedoer to scale their supply chain operations without bloated domestic salaries.
| The Problem | Local Purchasing Agents | SageDoer (Managed VA) |
|---|---|---|
| Overhead Costs | $50k - $70k/year locally, plus benefits, desk space, and software licenses. | Zero Overhead. Flat $6-$7/hr. Pay strictly for pure active hours spent sourcing and tracking. |
| Data Entry Fatigue | Local PMs hate spending hours doing data entry for a 400-item Bill of Materials (BOM). | Heavy Lifting Handled. The VA executes high-volume PO creation and tedious line-item pricing data entry. |
| Quality Assurance | You must constantly verify if they ordered the right SKU or followed up on a late shipment. | Dedicated Project Manager audits POs, monitors tracking dashboards, and ensures SLA compliance. |
| Timezone Coverage | Local staff work 9-5. If you source from Asia or Europe, communication is delayed by 24 hours. | Global Reach. VAs can work the overnight shift to communicate in real-time with overseas manufacturers. |
| Scaling Up & Down | You hire full-time, but when project volume dips, they sit idle and drain payroll. | Total Elasticity. Transition between Full-Time during busy seasons and Part-Time for standard maintenance. |
What Will Your Procurement VA Handle?
We take over the vendor friction and data entry so your Project Managers can stay focused on execution and delivery.
Vendor Sourcing & RFQs
Need custom millwork, raw steel, or bulk packaging? The VA identifies qualified suppliers, sends out standard Requests for Quotes (RFQs), and compiles the bids into a side-by-side comparison matrix.
PO Generation & Data Entry
Ensure inventory accuracy. The VA converts approved bids into official Purchase Orders within your ERP (QuickBooks, Odoo, Procore), ensuring all SKUs, quantities, and pricing match the agreement.
Order Tracking & Expediting
Stop wondering where your freight is. The VA proactively tracks shipments, logs ETAs in your central dashboard, calls LTL carriers for updates, and immediately flags delays that threaten your production schedule.
3-Way Match & Invoice Recon
Prevent vendor overbilling. Before accounts payable cuts a check, the VA performs a 3-way match: verifying that the Purchase Order, the Receiving Slip, and the final Invoice all align perfectly.
Overseas Communication
If you source via Alibaba or global factories, your VA can be scheduled to work overlapping hours. They communicate via WeChat/email to request samples, confirm specs, and handle customs documentation.
BOM & Inventory Maintenance
Keep your systems clean. The VA updates master Bills of Materials (BOM) in Excel, updates raw material pricing adjustments in your ERP, and tracks minimum stock reorder levels.
How We Integrate With Your Supply Chain
From establishing ERP access to tracking the final pallet, our Project Manager ensures total precision.
Phase 1
Submit Requirements
Share your preferred vendor list, ERP software (Procore, QuickBooks), and standard operating procedures for PO creation.
Phase 2
SOP & Access Setup
Your Dedicated PM sets up secure, role-based access for the VA (e.g., ability to draft POs, but not authorize final payment).
Phase 3
Expert Execution
The VA executes daily sourcing, bidding, and tracking. The PM audits POs for accuracy and ensures shipments are updated in the master schedule.
Phase 4
Pay Only for Output
We meticulously log processing time. You are billed strictly for actual VA labor executing your procurement. The PM's QA is 100% free.
Trusted by GCs & Operations Directors
"My project managers used to spend half their day calling lumber yards and formatting POs in Procore. Now, they just send a list to our Sagedoer VA. The VA gets 3 bids, drafts the PO, and updates the tracking log. It's brilliant."
Mark R.
VP Operations, Apex Builders
"We source heavily from China for our Amazon FBA brand. Our Sagedoer VA works the night shift so they can negotiate with Alibaba suppliers in real-time. Lead times are way down."
Sarah L.
Founder, E-com Ventures
"Having the dedicated Project Manager is insane value. They do the 3-way match on our invoices and packing slips. Caught two vendor overbilling errors in the first month that paid for the VA for the year."
Dave P.
Director of Supply Chain
"My project managers used to spend half their day calling lumber yards and formatting POs in Procore. Now, they just send a list to our Sagedoer VA. The VA gets 3 bids, drafts the PO, and updates the tracking log. It's brilliant."
Mark R.
VP Operations, Apex Builders
"We source heavily from China for our Amazon FBA brand. Our Sagedoer VA works the night shift so they can negotiate with Alibaba suppliers in real-time. Lead times are way down."
Sarah L.
Founder, E-com Ventures
Ditch the High-Priced Local Buyers.
No payroll taxes, no recruiter placement fees, and no hidden QA charges. Scale your supply chain instantly.
Part-Time
Perfect for steady tracking, follow-ups, and managing smaller order volumes.
Est. $560 USD / Month (4 Weeks)
- 20 Hours Per Week
- Pay only for hours of pure work
- Dedicated QA Project Manager included
- Free management supervision
- Zero setup or onboarding fees
Full-Time
For heavy buyers needing continuous PO creation, bidding, and overseas comms.
Est. $960 USD / Month (4 Weeks)
- 40 Hours Per Week
- Pay only for hours of pure work
- Dedicated QA Project Manager included
- Free management supervision
- Zero setup or onboarding fees
Expertly Answered Concerns
Common questions from Construction Ops and Supply Chain Managers.
Do your VAs make actual payments with my credit card?
For security, we typically recommend the VA builds the "shopping cart" or generates the PO, but you or your finance team executes the final payment. However, if you use a secure corporate card management system (like Divvy/Ramp with hard limits) or standard Net-30 vendor accounts, the VA can be authorized to process orders under strict SOPs.
Will they actually call vendors to negotiate or check tracking?
Absolutely. We can equip your VA with a VoIP line (like RingCentral) so they can call suppliers, request better pricing, chase down LTL freight carriers for accurate ETAs, and resolve missing item disputes over the phone.
Can they work overlapping hours for international sourcing?
Yes. This is a massive advantage of the VA model. If you are sourcing from factories in China or Europe, we can assign a VA to work those specific global time zones, ensuring real-time communication via WeChat or email without you having to stay up until 3 AM.
What software are they trained on?
Our Procurement VAs are highly adaptable. They are experienced in standard construction/project management tools (Procore, Buildertrend), inventory/ERP systems (Fishbowl, Odoo, NetSuite, TradeGecko), and accounting software (QuickBooks) for PO generation and invoice reconciliation.
Do I pay extra for the Project Manager?
No. The dedicated Project Manager is provided 100% free of charge. They act as your internal QA—verifying that POs match the original bids, auditing the 3-way match process, and managing the VA’s daily tasks so you don’t have to micro-manage.
Ready to Stop Chasing Freight?
Stop losing hours to manual data entry and vendor follow-ups. Send us your ERP details and purchasing volume, and our team will get back to you with a tailored sourcing plan.
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