From a request to a matched invoice, every step recorded.

Six steps from a request to a matched invoice

1. 01RequestFrom any team
2. 02Budget checkAgainst the budget line
3. 03QuotesCompared side by side
4. 04Human approvalVendor and order
5. 05OrderedPO sent to the vendor
6. 06MatchedInvoice matched in Accounting

Someone on any team asks for what they need, with the quantity, the date and the cost centre. The request is checked against the budget line before any quote is asked for.

Quotes are asked for from approved vendors and compared on price, delivery and warranty. If a new vendor is needed, it is prepared for approval first.

A person approves every purchase order within your approval limit, and every new vendor before its first order. Changing a vendor's bank account always needs a person and a recorded call-back.

When the invoice arrives, Accounting matches it with the purchase order and the delivery note. A difference stops the booking and goes back to Procurement with the reason.

What the record shows

Every step is on the request itself, with who did it and who approved it.

One Procurement Lead, several agents in parallel

The lead splits the week's purchasing. Each agent works its own part, and every vendor, order and renewal stays with a person.

The same path with or without add-ons

With the base pair, the Procurement Lead also tracks contract renewals. Each add-on takes that load off the lead.