Procurement
Procurement
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Procurement

Procurement

Purchase requisitions, approvals, and purchase order management.

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Overview Highlights Capabilities Screenshots Use cases Resources FAQ

Overview

Procurement runs the whole buying cycle in one place, from the moment someone needs something to the moment the invoice is paid. Employees order from a self-service catalog that blends internal warehouse stock with live vendor catalogs, with eligibility rules and per-station order limits enforced as they shop. Requisitions route through multi-level approval workflows — role, budget-owner, department-head or manager approvers — and anything below a configurable threshold that no workflow covers auto-approves so small purchases do not queue behind large ones. Approved requisitions convert into purchase orders — one per vendor for supply orders — that are emailed as PDFs to suppliers set up with an order email. Receiving captures per-unit serial numbers into inventory and turns received units into Asset Pro assets in one click, while warehouse orders move through a fulfillment queue with carrier tracking. Finance sets cost-center budgets that reserve funds on submission, alert at set thresholds, and can hard-stop over-budget orders outright. Vendor invoices reconcile against POs and receipts through tolerance-based three-way matching with a variance-approval path, and payments are marked as sent in batches, then cleared as the funds leave the bank. Spend Intelligence flags possible duplicate invoices, monthly spend anomalies, budgets burning too fast and categories spread across too many vendors. Requesters and approvers can work the same flows from their phone, and Ask AI answers requisition and purchase-order questions in plain language.

Follow one purchase in Procurement: an employee asks for it, their manager approves it, the purchase order goes to the supplier, the delivery is recorded, and the supplier's invoice is matched to the order and the delivery before it's paid.

Highlights

Let employees order from a self-service catalog that blends warehouse stock with live vendor catalogs, gated by practice-level eligibility and per-station order limits.
Route requisitions through multi-level approval workflows — role, budget-owner, department-head, or manager approvers — and auto-approve requests below a configurable threshold that no workflow covers.
Convert approved requisitions into purchase orders — one per vendor for supply orders — then email them as PDFs to vendors set up with an order email.
Receive purchase orders with per-unit serial capture straight into inventory, turn received units into Asset Pro records in one click, and fulfill warehouse orders with carrier tracking.
Reconcile vendor invoices against POs and receipts with tolerance-based three-way matching and a variance-approval workflow.
Flag possible duplicate invoices, spend anomalies, and vendor-consolidation opportunities automatically, and approve or reject the agent's proposed actions from an AI console.

Capabilities

Self-Service Ordering & Fulfillment
  • Employee catalog blending warehouse stock and live vendor catalogs
  • Per-item minimum and maximum order quantities in the cart
  • Practice-level item eligibility, hidden and hard-blocked at checkout
  • Station-based ordering with per-order and per-period item limits
  • Warehouse fulfillment with carrier tracking and per-unit serial capture
  • Auto-generate per-vendor purchase orders when an order is approved
Requisitions & Multi-Level Approvals
  • Draft requisitions with line items, cost center, and justification
  • Auto-approval below a configurable threshold
  • Require vendor quotes in the justification above a configurable threshold
  • Approvers by role, specific user, budget owner, department head, or requester's manager
  • Route workflows by amount, department, or item category
  • Require-all or minimum-approvers per level
  • Out-of-office delegation with date range, amount cap, and department/category scope
Spend Intelligence & Budget Controls
  • Budgets by cost center, department, and fiscal year
  • Live allocated / spent / committed / reserved tracking with utilization %
  • Funds reserved on submit, committed on approval, with optional hard-stop on over-budget orders
  • Configurable budget alert thresholds plus burn-rate detection
  • Duplicate-invoice, spend-anomaly, and vendor-consolidation detection
  • Approve or reject the agent's proposed auto-approvals inline in the AI console
Purchase Orders
  • Convert an approved requisition into a purchase order
  • Full draft → issued → received → closed PO lifecycle, with cancel and close short
  • Issue POs by email with a generated PDF to vendors set up with an order email
  • Partial receipts with serial capture into inventory; Asset Pro records in one click
Invoices, Matching & Payments
  • Invoice line items linked to a purchase order
  • Tolerance-based three-way matching (invoice ↔ PO ↔ receipt)
  • Variance-approval workflow for out-of-tolerance invoices
  • Overdue aging report (current / 1-30 / 31-60 / 61-90 / 90+ days)
  • Payment recording, batch mark-as-sent, and CSV export
Vendor Management & Catalog Integrations
  • Vendor directory shared across Procurement, Asset Pro, and Contracts
  • Vendor type classification and 1–5 star performance ratings
  • Staples, Grainger, and manual catalog providers
  • Automatic vendor catalog sync
  • Vendor spend and order-volume analysis
Limits & Specs
  • Default auto-approval threshold: $500 (admin-configurable)
  • Three-quotes requirement threshold: $5,000 (admin-configurable)
  • Budget alert thresholds: Up to 3 per budget (default 75% / 90% / 100%)
  • Supported currencies: USD, EUR, GBP, CAD, AUD, INR, JPY, CNY, SGD, CHF, SEK, NOK, DKK, MXN, BRL, ZAR (follows the organization currency unless a purchasing currency is set)
  • Pricing: License required (per-tenant opt-in)

Screenshots

Procurement dashboard — requisitions and purchase orders with what's pending, stock value, and what's waiting to be picked or received, at a glance
Browse Catalog — employees order the supplies the warehouse stocks, with price, stock on hand, and a per-order limit on each item
A requisition waiting on its approver — the line items, the requester, and Approve or Reject on one page
A purchase order partly received — serial numbers captured as units arrive, and the rest still on order
Three-way matching — the supplier's invoice checked against the purchase order and what was received before it's approved
A department budget — allocated, used and available, and what each requisition has reserved against it
Ordering supplies from a phone — the same catalog and Add to cart, in the phone's browser

Use cases

Frontline supply ordering
Field staff order from a station catalog where practice-level eligibility and per-station order limits are enforced, and the warehouse team picks, packs, and ships with carrier tracking and serial capture.
Capital equipment purchase
A buyer raises a requisition above the three-quotes threshold, it clears multi-level approval, the PO is issued to the vendor, and received units flow into inventory with serial numbers, then into Asset Pro with one click.
Department budget control
Finance sets cost-center budgets; submissions reserve funds, an optional hard-stop blocks over-budget orders, threshold alerts fire as each line is crossed, and Spend Intelligence flags budgets burning too fast before they're exhausted.
Accounts-payable matching
AP matches vendor invoices to POs and receipts, approves variances that fall outside tolerance, works the overdue aging report, and marks payments as sent in batches.
Spend governance
A procurement lead reviews Spend Intelligence — potential duplicate invoices, monthly spend anomalies, and categories spread across too many vendors — and approves or rejects the agent's proposed actions in the AI console.

FAQ

Yes. When supply ordering is enabled, employees browse a self-service catalog that blends internal warehouse stock with live vendor catalogs, add items to a cart, and submit — with practice-level eligibility and per-station limits enforced. Warehouse items go to a fulfillment queue and vendor items auto-generate per-vendor POs on approval.

Admins build multi-level workflows with ordered levels and approver types (role, specific users, budget owner, department head, or the requester's manager). Workflows route by amount, department, or item category, support require-all or minimum-approvers per level, and allow out-of-office delegation with an amount cap. Requisitions below the configurable threshold auto-approve when no workflow covers them.

Yes. When an approved invoice is linked to a PO, the app runs a three-way match against the PO and receipt, flags variances outside the configured tolerance, and routes discrepancies through a variance-approval workflow.

Not directly — there is no built-in QuickBooks/ERP general-ledger sync today. The catalog integrations connect to supply providers (Staples, Grainger, and a manual provider), and requisitions, POs, invoices, payments, and budgets can all be exported to CSV.

An Ask AI agent creates and tracks purchase requests. Alongside it, a rules-based Spend Intelligence page flags possible duplicate invoices, spend anomalies, and vendor-consolidation opportunities. Autonomous actions such as auto-approving low-value requisitions appear in the AI console for inline approve/reject, and are gated behind default-off capability toggles and the platform's progressive-trust safety layer.

They're separate apps that share a common vendor directory. Procurement runs the buying process end to end — requisitions, multi-level approvals, purchase orders, three-way invoice matching, payments, and budgets. Supplier Hub (formerly Source) manages the vendor relationship itself — supplier profiles, performance scorecards, and RFQ/RFP workflows. Asset Pro is where received units land as tracked assets: on a received PO, Add to Assets turns each received unit into an Asset Pro asset linked to the order.

Yes. Budgets are set by cost center, department, and fiscal year. Funds are reserved when a requisition is submitted and committed on approval, and a budget can enable a hard stop that blocks any order it can't accommodate. You can also configure up to three alert thresholds per budget (default 75% / 90% / 100%) that send an alert as each is crossed, and Spend Intelligence flags budgets burning faster than planned before they're exhausted.

Requisitions below the auto-approval threshold (default $500) clear without an approver when no approval workflow covers them; purchases above the three-quotes threshold (default $5,000) require vendor quotes in the justification. Both thresholds are admin-configurable per business, alongside the multi-level approval workflows, which route any request they match by amount, department, or item category.

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