Supplier Onboarding & Supply Chain Management in UK Construction – Lessons from Liaison Systems’ Mobilize Platform.
Summary
In this guide you’ll learn how to:
- Automate supplier onboarding in construction.
- Run the complete supplier‑management lifecycle.
- Fix the top 5 supply‑chain challenges with automation.
- Choose construction supply‑chain software that actually fits UK compliance.
A modern construction project can involve hundreds of subcontractors, each bringing its own paperwork, insurance, and compliance risks. Without a streamlined supplier onboarding process, procurement teams drown in emails and spreadsheets. Worse, key certificates expire unnoticed, and projects stall.
This guide shows you how to fix that, and spotlights our Mobilize programme—a re‑branded, re‑worked rollout of the Samson platform that slashed admin and tightened compliance.
How to Automate Supplier Onboarding in Construction
Traditional onboarding means sending static PQQs, chasing attachments, and re‑keying data into finance and project systems. Cut out human error and boost productivity.
| Manual Step | Automated Alternative |
|---|---|
| Email Word/PDF forms | Secure web portal with dynamic fields |
| Manually validate insurances | Built‑in rules flag coverage gaps |
| Re‑enter data for each tender | Supplier profile reused across projects |
| Calendar reminders for renewals | Auto alerts 30, 7, 1 day before expiry |
Benefits
- 50–70% faster onboarding cycles (6–10 days → 2–3 days).
- Fewer data errors and duplicate entries.
- Instant audit trail for ISO and client reviews.
Construction Supplier Management: The Complete Process
- Discovery & Pre‑qualification – Collect core PQQ data (PAS 91 or CAS) and verify insurances.
- Approval & Onboarding – Score responses, issue approval status, and share the project handbook.
- Performance Monitoring – Capture KPIs on safety, quality, and delivery throughout the project.
- Compliance Maintenance – Track certificate renewals; auto‑notify suppliers ahead of expiry.
- Off‑boarding & Review – Close out documentation, record lessons learned, and update supplier ratings.
A single platform keeps this lifecycle in one place—cutting duplication and ensuring every package lead sees the same live status.
How Mobilize works
- Onboarding ISCA (Initial Supply Chain Application) questionnaire.
- Smart PQQ aligned to PAS 91 and Common Assessment Standard.
- Critical document management, flagging and history.
- Supplier tendering using historical information.
- Supplier performance reviews using fully customisable assessments.
- API Capabilities for system intergration.
Top 5 Challenges in Construction Supply‑Chain Management (and How to Solve Them)
| # | Challenge | Fix with Automation |
|---|---|---|
| 1 | Duplicate PQQ questionnaires | Central profile reused across projects |
| 2 | Insurance lapses mid‑project | Automated expiry alerts & blocklist rules |
| 3 | Slow mobilisation | Real‑time status dashboards for PMs |
| 4 | Inconsistent H&S data | Mandatory field validation & evidence uploads |
| 5 | Lack of supplier performance data | On‑site app captures KPIs, feeds back into ratings |
What to Look for in Construction Supply‑Chain Software
- UK‑specific compliance (PAS 91, CAS, SSIP).
- Configurable scoring & weighting.
- Two‑way integrations (finance, ERP, BI tools).
- Supplier self‑service with support chat.
- Document version control & audit trail.
- Scalable user licensing (no punitive supplier fees).
- Mobile‑friendly dashboards for site teams.
FAQs
How often should suppliers update their PQQ data?
Best practice is annually, with real‑time updates for any material change (e.g., insurance renewal).
Can SMEs handle digital onboarding?
Yes—portals like Affili8 guide users step‑by‑step and allow partial saves, making life easier for smaller firms.
Is PAS 91 still valid now CAS is live?
Yes, but CAS adoption is accelerating. Choose software that supports both standards.
Why choose Liaison System Ltd?
We’re a close independent team, dedicated to creating a bespoke, functional experience tailored to your business needs.
Conclusion & Next Steps
Supplier onboarding and supply‑chain management no longer need to cause paperwork headaches. By automating PQQs, tracking compliance in real time, and learning from innovators like Liaison Systems Ltd, contractors can cut risk, save admin hours, and accelerate project starts.
