Procurement & Vendor Workflow System

Streamline procurement without the hassle

A modern platform for small businesses to manage procurement workflows, from requests and approvals to POs and vendor tracking, ensuring efficiency, compliance, and cost savings.

Trusted by efficient businesses
Modern, efficient procurement-inspired hero visual

The Core Problem

Small companies in distribution, manufacturing, or retail face challenges with manual procurement processes, leading to incomplete orders, approval delays, overpayments, and compliance risks. This system streamlines requests, approvals, purchase orders, and vendor management to cut delays, recover spend, and ensure audit-ready traceability.

  • Incomplete orders and wrong specifications
  • Approval bottlenecks and delays
  • Overpayments and poor vendor tracking
  • Spotty audits and compliance risks

Outcome

A unified, self-hosted system that automates procurement from request to receipt, provides insights, and ensures compliance for small teams.

Designed for Every Role

Requester (Staff)

Submits purchase needs with structured forms and attachments. Views pending/approved requests and tracks status updates in real-time.

Approver (Finance Lead)

Reviews assigned requests in a dedicated queue. Approves or rejects with comments, views attachments, and receives notifications for quick decisions.

Procurement Admin (Owner/Manager)

Manages POs, receipts, vendors, and oversight. Accesses all requests, generates POs, logs receipts, rates vendors, and views analytics and audit trails.

Owner/Admin Dashboard

Gain real-time oversight with intuitive widgets for spend control, approvals, and vendor performance.

  • Request overview grid by status (Submitted, Approved, PO Issued, Received)
  • Approval queue with quick action buttons
  • Vendor scoreboard showing ratings and performance
  • Spend analytics charts for trends and breakdowns
  • Audit trail feed with timestamped actions
  • Alerts for submissions, escalations, and low scores
  • Messaging hub for team coordination
Owner/Admin Dashboard preview

Standard Plan

Core tools for efficient procurement: structured requests, approvals, POs, and vendor tracking.

Purchase Request Form

Included

Structured form for submitting detailed purchase needs with validation.

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Multi-Step Approval Sequence

Included

Configurable approval chains for controlled request routing.

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PO Generation (PDF)

Included

Automated creation of professional purchase orders with templates.

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Goods Receipt Note

Included

Log arrivals with quantity, condition notes, and photo attachments.

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Vendor Scoring System

Included

Rate vendors on delivery, quality, and price post-receipt.

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Vendor Catalog CSV Import

Included

Bulk upload vendor details for quick form population.

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Request Status Dashboard

Included

Track progress with filters by status, department, or vendor.

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Attachment Management

Included

Upload and view files like quotes and specs in-app.

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Escalation Alerts

Included

Auto-escalate stalled requests after configurable time.

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Spend Analytics

Included

Charts tracking spend by category and vendor.

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Audit Trail

Included

Timestamped logs of all actions for compliance.

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Basic Reporting

Included

Export CSV reports on requests by status or department.

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Two-Way Messaging

Included

Threaded chats per request for coordination.

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Request Templates

Included

Reusable forms with pre-filled fields for common requests.

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Receipt Photo Upload

Included

Upload images to log receipts with manual detail entry.

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Only $99/one-time payment only

Unlock the complete base platform for your entire team.

  • Unlimited requests
  • Email notifications
  • Role-based access
  • Audit trails

Add advanced capabilities anytime with add-ons.

All Add-ons

Extend the platform with advanced automation and insights — $20-35 each.

Advanced Approval Escalation

$25/mo

Auto-escalate high-value requests with extra reviews.

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Vendor Performance Analytics

$22/mo

In-depth reports on vendor metrics like on-time delivery.

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Automated PO Follow-Ups

$35/mo

Remind vendors on deliveries if no receipt logged.

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Bulk Request Approval

$28/mo

Approve multiple low-value requests at once.

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Spend Budget Alerts

$20/mo

Flag overruns with department-specific budgets.

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Receipt OCR Scanning

$24/mo

Extract details from uploaded receipt photos.

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Custom Report Builder

$30/mo

Drag-and-drop metrics for tailored PDF/CSV reports.

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Vendor Contract Templates

$26/mo

Generate agreements with auto-filled terms for POs.

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Request History Search

$21/mo

Search past requests by keyword, vendor, or date.

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Budget Forecasting

$23/mo

Predict future spend based on historical data.

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Escalation for High-Value Requests

$27/mo

Route requests over $1,000 to CEO for review.

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Vendor Invoice Matching

$29/mo

Match uploaded invoices to POs and flag discrepancies.

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Procurement Analytics

$20/mo

Charts for on-time delivery, quality, and spend trends.

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Bulk PO Generation

$25/mo

Create consolidated POs from multiple requests.

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Compliance Document Archive

$22/mo

Auto-archive POs and receipts for audits.

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WhatsApp Notification Addon

$99

Send and receive unlimited WhatsApp messages and notifications.

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WhatsApp Media Notification Addon

$25/mo

Send images and media through WhatsApp notifications.

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Telegram Notification Addon

$35

Send notifications and reminders via Telegram.

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Custom SMTP Addon

$30

Integrate your own SMTP server for email notifications.

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Quick Comparison

Standard Plan

Complete base platform for procurement operations

$99/one-time
  • Purchase Request Form
  • Multi-Step Approval Sequence
  • PO Generation (PDF)
  • Goods Receipt Note
  • Vendor Scoring System
  • Vendor Catalog CSV Import
  • Request Status Dashboard
  • Attachment Management

Custom Add-ons

Pick-and-choose advanced capabilities

$20-35 each
  • Advanced Approval Escalation
  • Vendor Performance Analytics
  • Automated PO Follow-Ups
  • Bulk Request Approval
  • Spend Budget Alerts
  • Receipt OCR Scanning
  • Custom Report Builder
  • Vendor Contract Templates

What Businesses Are Saying

“Our procurement delays dropped and vendor performance improved significantly.”

— Alex, Business Owner

“Approval bottlenecks are gone. The system keeps everything on track.”

— Jordan, Finance Lead

“Vendor scores and analytics help us negotiate better terms every time.”

— Taylor, Procurement Admin

Ready to optimize your procurement?

Start with the Standard Plan and add advanced features anytime.