Procurement Management System
The Challenge
Requests arrive by email. Specs are inconsistent. Approvals stall. Vendors are hard to compare. Prices drift from contracts. Three way matches fail and audits take weeks. Teams copy old spreadsheets and hope they are current.
Our Solution
A complete source to pay workflow. Capture requests with structured forms. Run RFQ or RFP with clear scoring. Approve budgets before purchase orders are issued. Create contracts and catalogs. Send purchase orders, receive goods, and match invoices with deliveries. Keep a full audit trail and supplier history in one place.
Key Benefits
- Lower costs with competitive RFQs and contract pricing.
- Faster cycle time from request to purchase order.
- Fewer errors through templates, thresholds, and automated checks.
- Better compliance with segregation of duties and audit logs.
- Clear visibility of spend by department, category, and supplier.
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Key Features
Intake and requisitions
Structured forms for goods and services. Required fields and attachments. Auto route by category, amount, or department.
Approvals and budget checks
Configurable approval chains. Pre-spend budget checks against cost centers and projects. Threshold based rules and delegation.
RFQ and RFP management
Create events with line items, specs, and dates. Invite suppliers. Collect bids in a supplier portal. Blind or open options. Score by price and non price criteria. Export opening minutes and evaluation results.
Supplier and contract management
Supplier profiles, documents, and performance KPIs. Contract repository with terms, pricing, and expiry alerts. Catalogs for approved items and rates.
Purchase orders and changes
Generate POs from approved requests or events. Send electronically to suppliers. Manage change orders with version history.
Receiving and three way match
Record receipts or integrate with WMS. Match invoice to PO and receipt. Flag exceptions for review.
Invoices and payments
Capture invoices digitally. Validate tax and totals. Route for approval. Send to finance for posting and payment.
Spend analytics and dashboards
View spend by category, supplier, and department. Track cycle time and savings. Monitor contract coverage and off contract spend.
Integrations
Connect to finance, WMS, maintenance, and archiving. REST APIs and webhooks for data exchange.
Security and governance
Role based access with requester, buyer, approver, and auditor roles. Activity logging and retention rules.
Accessibility and languages
Desktop and mobile friendly. English at launch. Multilingual support available as an upgrade when required.
Who uses it
Procurement heads and buyers, department requesters and approvers, finance teams, warehouse and receiving teams, auditors, and suppliers through the portal.