A material request lets you ask for materials without choosing vendors or entering pricing, so your team can review and process the request correctly.

Overview

Material requests are the starting point for most purchasing workflows in SubBase. They are commonly used by field teams or office users who know what materials are needed and when, but are not responsible for selecting vendors or entering pricing.

Material requests focus on what is needed and when, not who it is purchased from. Once submitted, they are reviewed by a Purchaser or Admin and converted into an RFQ or Order.

Who Can Do This

Material Requester: Can create, save, and submit material requests
User: Can create material requests if permissions are enabled

Purchasers and Admins typically create RFQs or Orders directly, but can also submit material requests when needed.

Before You Start

Before creating a material request, make sure:

You have access to at least one project
You know what materials are needed and the required quantities
You know the requested delivery date and location
Required Cost Codes, Class Codes, or Phase Codes are available if your company enforces them

Steps to Create a Material Request

Step 1: Open the material request form

You can start a material request from either location:

From the + (Quick Create) button → Request Material
From Orders → select + (Request Material)

Step 2: Enter project and delivery details

Complete the required request information:

Select the Project
Enter an Order Title
Select the Delivery Address
Enter the Delivery On date

Optional fields include:

Attention To
Delivery Instructions

Material requests are delivery-only. Pickup is not available at this stage.

Step 3: Add materials to the request

Add each material line item using the following steps:

Use Search Material to find items from your company’s Material Database or the SubBase catalog
Enter the required QTY
Confirm or select the Unit
Add Cost Code, Class Code, or Phase Code if required by company settings

You can also add a note directly on a specific material line to clarify usage, location, substitutions, or scope details for that item. This is separate from the general request notes.

If you cannot find the material you are looking for:

Use Search Material to search by description or keyword
Select Request New Material from the search results
The material is routed for review
A Purchaser or Admin will confirm whether the material already exists in the Material Database or add it if it is truly new
The material must be approved before the request can move forward

Step 4: Add notes and attachments (optional)

You can add internal context to help reviewers:

Add a general message or notes for the request
Tag teammates using @ if follow-up is required
Add one or more Watchers to ensure specific users are notified about this request and any future updates
Upload Internal Attachments such as photos, sketches, or field notes

Vendors are not selected at the material request stage.

Step 5: Save or submit the request

Choose one of the following actions:

Save as Draft: Keeps the request editable so you can return later
Submit: Sends the request for review and processing

Once submitted:

The request status becomes Requested
Materials and core request details can no longer be edited
Any changes require submitting a new material request

End State

After submission:

The material request appears in the Orders table
Status is Requested
Purchasers and Admins can review, approve, split, or convert the request into an RFQ or Order

Troubleshooting

I can’t edit my request after submitting

This is expected behavior. Submitted material requests are locked to preserve accuracy.

If you forgot to include a material or need to add more items:

Create a new material request with the additional materials
The Purchaser or Admin reviewing the requests can merge multiple requests into a single RFQ or Order when processing them

This ensures nothing is missed while maintaining a clear audit trail.

I can’t find a material I need

If available, use Request New Material from search results. Otherwise, contact your Purchaser or Admin to review or add the material to the Material Database.

FAQs

I forgot something on my material request. Can I add more items?

No. Once a material request is submitted, it cannot be edited. If you forgot something, create a new material request with the additional materials. The Purchaser or Admin processing the requests can merge them into a single order if needed.

Does submitting a material request place an order

No. A material request only asks for materials. A Purchaser or Admin must convert it into an RFQ or Order.Can I select a vendor in a material request

Can I select a vendor in a material request

No. Vendor selection happens when the request is processed into an RFQ or Order.

Who reviews my material request

Material requests are reviewed by Users, Purchasers, and/or Admins with request-processing permissions, depending on your company’s configuration.

How to Create a Material Request