Purchasing & approvals

Purchase requests that go through the right hands first

Build a request across every vendor you buy from, send it for approval, and only then place the orders — with a printable, vendor-by-vendor order sheet and a confirmation number recorded for each one. Nothing gets bought until someone signs off.

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The purchase requests list: request number, requester, vendor count, item count, status (draft, awaiting approval, approved) and last updated.

Every request in one place — yours, and anything waiting on your approval.

Step one

One request, as many vendors as it takes

Real restocks don't come from one supplier. Add each item from your catalog, pick the vendor you'll buy it from, and set the quantity — Amazon for the gloves, your chemical distributor for the concentrate, all on the same request. Need something that isn't in the catalog yet? Add the product right there without leaving the page.

  • Multiple vendors, one request

    Assign each line to its vendor. The request groups itself by supplier so nothing gets ordered from the wrong place.

  • Add a product on the fly

    Something new to buy? Create it inline and it drops straight into the request — no round trip to the catalog.

  • Estimated costs as you go

    Put in an estimated unit cost and the request totals it per vendor, so the approver sees the number before they say yes.

Building a purchase request: a table of line items, each with a product, a vendor, a quantity and an estimated cost, plus an ‘Add new product’ button.
A request awaiting approval, grouped by vendor, with an approver’s decision panel: an optional note and Approve or Reject buttons.
Step two

Approval, built into the flow

Decide who can sign off. Anyone can build a request, but only administrators you flag as a purchase approver can approve one. Submit a request and it lands in front of them; they approve it — or reject it with a reason — and the person who raised it hears back right away.

Named approvers

Approval is a permission you grant per administrator — not everyone gets to say yes.

The requester is told

Approve or reject and the requester gets a notification and an email, either way.

Copy purchasing in

Point a CC address at your purchasing inbox and every request email lands there too.

On the record

Submitted, approved, rejected, ordered — each step is written to the audit log with who and when.

Step three

Approved. Now place the orders.

Once a request is approved it turns into an order screen, split by vendor. Place each order however that vendor works — their website, a phone call, a rep — then mark it ordered and drop in the confirmation number. Every vendor on the request tracks its own status, so you always know what's placed and what's still outstanding.

Confirmation numbers

Record the order number for each vendor as you place it — it lives on the request for good.

Per-vendor status

Amazon done, distributor still open? Each group shows ordered or not, at a glance.

A printable order sheet

Grouped by vendor with quantities, costs and check-boxes — the sheet you actually order from.

Nothing slips

The request stays open until every vendor’s order is placed and recorded.

The order screen for an approved request, split by vendor. One vendor is marked ordered with its confirmation number; others show a field to record the order.
A printable order sheet grouped by vendor, with quantities, estimated costs, per-vendor subtotals, check-boxes, and an estimated grand total.

The order sheet — one page, grouped by vendor, ready to work from.

On the roadmap

Direct ordering from select vendors — in development

Today you place each order the way you always have and record the confirmation number. Next, for a handful of supported vendors, an Order button will send the order to that vendor directly — no separate tab, no re-keying. It's being built now, and it's opt-in per vendor when it ships.

Order without leaving

For supported vendors, place the order from the request itself instead of their website.

Vendor by vendor

Each integration is turned on for the vendors that support it — the rest keep working exactly as they do now.

Coming soon

Not available yet. The manual flow — mark ordered, record a confirmation number — is what ships today.

What it's for

Spending with a paper trail, not a group text

Buying ad-hoc means no sign-off, no record of who ordered what, and confirmation numbers lost in someone's inbox. Here's what changes.

Nobody buys unchecked

Every request goes to a named approver before a dollar is committed.

Built for how you buy

One request can span Amazon, a chemical distributor and a hardware supplier — grouped and ordered separately.

Confirmation numbers kept

Each vendor’s order number is recorded on the request, not buried in an email.

A full audit trail

Submitted, approved or rejected, and ordered — every step is logged with who did it and when.

See how inventory and stock control work

See it on your own stock list

A 30-minute walkthrough of the dashboard, the reorder worklist, a purchase order, and the field portal — using your products, not a canned demo.

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