Mining contractor software
ERP software for South African mining contractors
Run contracts on several mines, in South Africa or elsewhere in Southern Africa, from one system. Procurement and purchase orders, site stores and stock control, maintenance on engine hours and kilometres, machine costing, compliance records, billing, finance and payroll, all on the same data.
The problem
Running contracts on several mines without losing control
Contractors carry the machines, the people and the paperwork. When those live in WhatsApp groups, job cards and spreadsheets, control slips one site at a time.
Approvals happen in WhatsApp
A site needs parts, someone sends a voice note, someone else says yes, and nobody can show the mine or the auditor who approved what.
Stores do not know which machine took the part
Stock moves between sites and into machines, but the issue is not tied to a job card, so the cost of keeping a machine running is never complete.
Margin per contract is a month-end guess
Fuel, parts, labour and payroll land in different places, so you only find out a contract is losing money once the month has closed.
Capabilities
One system for the whole contract
From the requisition for a filter to the payslip of the operator who fitted it, every part of a contractor's business shares one database.
Procurement approvals
Purchase requisitions raised against a machine, work order or job card, approved or rejected with a reason, then on to quotes and purchase orders.
Stores and inventory
A warehouse per site, stock issued to work orders and job cards, transfers between sites, stock takes and reorder levels.
Maintenance
Service plans driven by engine hours (SMR) for yellow plant and kilometres for trucks, with work orders, job cards and parts.
Machine costing
Fuel, parts, labour and tyres per machine, set against what the machine earned, in a profit and loss per unit.
Cost centres per site
Fuel, stores issues and expenses coded to the site, contract or division they belong to, for reporting that matches how you run.
Site compliance
TMM inspections, operator and driver licences, PrDPs and medicals tracked with expiry alerts, per person and per machine.
Billing from site data
Invoice per tonne, per load, per kilometre or per hour from weighbridge tickets, proof of delivery and hours captured on site.
Finance and payroll
Accounting and South African payroll in the same system, so site crews, overtime and leave flow into the same numbers.
In detail
How T-ERP runs a mining contractor
The same records serve the site, the workshop, the stores, the office and the mine you report to.
Procurement and purchase orders that leave a trail
Every request for parts or services has a reason, an approver and a date.
A purchase requisition is raised by the person who needs it, linked to the machine, work order, job card or component repair it is for, with a purpose and an estimated total. It goes for approval, and the approver, the approval date and any rejection reason are kept on the record.
An approved requisition moves on to a request for quotation, supplier quotations and a purchase order, and from there to the receipt and the supplier invoice. When the mine or your own finance team asks why something was bought, the answer is on the document.
From request to invoice
- Purchase requisition
- Approval or rejection
- Request for quotation
- Supplier quotation
- Purchase order
- Receipt and invoice
Stores management and stock control that know which machine took the part
Inventory per site, issued against real work.
Each site can run its own warehouse. Parts and consumables are issued against a work order or job card, so the cost lands on the machine that used them instead of disappearing into a general stores expense.
Stock transfers move items between sites with a record of what left and what arrived, stock takes keep the system honest, and reorder levels flag items before a site runs out of something that stops a machine.
Trucks and yellow plant on one register
Kilometres for trucks, engine hours for machines.
Haul trucks, tippers, excavators, loaders, dozers and support vehicles all sit on one asset register. Trucks are maintained on kilometres and machines on service meter readings (SMR), with preventive service plans for both.
Breakdowns and services become work orders and job cards, with the technicians, tasks and parts on each one. The full maintenance history follows the machine from site to site.
Cost and margin per machine, site and contract
See which contracts and machines make money while you can still act.
Fuel, stores issues, maintenance, tyres and expenses are captured against the machine and coded to a cost centre for the site or contract. Revenue from loads, tonnes or hours billed comes from the same system.
The result is a profit and loss per machine and reporting per site or contract, without exporting to a spreadsheet at month-end. Our fuel management page explains how fuel cost is captured and reconciled.
Every site's compliance records, current
One place for the documents mines ask contractors for.
Operators and drivers carry their licences, PrDPs, medicals and training records on their profile, with expiry alerts before anything lapses. Machines carry their inspection records and documents.
Pre-use inspections are done on the mobile app, which works without signal and syncs when it reconnects, so the record exists even on a remote pit.
Payroll and HR for site crews
The people side of the contract, in the same system.
Employee records, shifts, overtime and leave feed South African payroll (PAYE, UIF and SDL) in T-ERP, so labour cost sits next to fuel, parts and maintenance when you look at a contract.
Because operators, drivers and payroll share one employee record, a credential that expires and a payslip that is due are tracked on the same person.
Connected
The parts of T-ERP contractors use most
Fleet maintenance
SMR service plans, work orders, job cards, parts and tyres.
Learn moreFuel management
Fills per machine, L/hour, bowsers and supplier reconciliation.
Learn moreDriver management
Licences, PrDPs, medicals and expiry alerts for operators and drivers.
Learn morePayroll and HR
SARS-ready payroll, shifts, overtime and leave for site crews.
Learn moreFAQ
Mining contractor questions
What does a mine need from a contractor before work starts?
Each mine sets its own requirements, but they usually cover the competence and medical fitness of operators and drivers, inspection and maintenance records for the machines coming onto site, and induction and training records. T-ERP keeps these records per person and per machine, with expiry alerts, so you can answer the mine from one system.
How do contractors keep TMM and operator records up to date across several mines?
By keeping one record per operator and per machine, wherever they are working. Licences, PrDPs, medicals and inspections are tracked with expiry alerts, and pre-use inspections are captured on the mobile app on site, even without signal.
Can one system handle trucks on kilometres and yellow plant on engine hours?
Yes. T-ERP keeps trucks and machines on one asset register. Trucks are serviced on kilometres and machines on service meter readings (SMR), and fuel consumption is shown in km/L or L/hour to match.
Can T-ERP invoice per tonne from weighbridge tickets?
Yes. The driver photographs the weighbridge ticket and captures proof of delivery on the trip, and the weighed mass feeds invoicing, with rates per tonne, per load, per kilometre or per cubic metre. Hire contracts can be billed on hours worked.
Is T-ERP a contractor management system?
Mines use contractor management systems to vet and control the contractors on site. T-ERP sits on the contractor's side: it keeps the operator, machine, inspection and training records those systems ask for, current and in one place. If you use subcontractors yourself, their vehicles and compliance records can be managed in T-ERP too, and their trips paid from the same data.
Do I still need separate procurement and stock control software?
No. Purchase requisitions, approvals, requests for quotation and purchase orders, and stores with stock issues, transfers, stock takes and reorder levels are all part of T-ERP, on the same records as your machines, job cards and accounts.
Is this different from the T-ERP mining page?
Our mining page is written for the mine itself: MHSA, TMM and statutory reporting. This page is for the contractors who work on mines, where procurement, stores, machine costing and margin per contract matter as much as compliance. It is the same system, set up around how your business runs.
Related guides
See how T-ERP fits your contracts
A 30-minute consultation: we look at how you run approvals, stores, machines and sites today, and show you the parts of T-ERP that matter to your contracts. No obligation.