Procurement

Procurement covers everything involved in buying from and paying vendors — quotes, work orders, purchase orders, invoices, and the approval chain each of these moves through before payment.

Who can do this

Procurement team, Accountant, Client Admin. Approval steps are visible to whoever is set up as an approver for a given tier.

Manage vendors

1. Go to Procurement → Vendors.
2. Click Add Vendor to register a new vendor, including their bank details for payments.
3. Open an existing vendor to review their order history and total spend at a glance.

Create a quote, work order, or purchase order

1. Go to Procurement → Quotes & Purchase Orders.
2. Choose the relevant tab — Quotes, Work Orders, or Purchase Orders.
3. Click Add, select the vendor and project, add line items, and save.
4. Submit for approval if the amount requires it.

Work Orders and Purchase Orders behave the same way — the difference is simply which kind of order you're placing.

Submit and track an invoice

1. Go to Procurement → Invoices & Payments.
2. Click Add Invoice, then tag it to the relevant purchase order, work order, or vendor directly.
3. Enter the invoice amount and tax details — the balance still owed against that order updates automatically as you go.
4. Submit for approval.

Track approvals

Go to Procurement → Approval Tracking to see exactly where any quote, work order, purchase order, or invoice currently stands in its approval chain, including who has approved it so far and who's next.

How approvals work

Every purchase order, work order, and invoice above your organisation's configured threshold routes through an approval chain before it's finalised. Approvers are notified by email and WhatsApp when something is waiting on them, and can approve or reject directly from the notification or from the Approval Tracking screen.

Reporting view

For a summarized, drill-down view — status breakdowns, totals, and charts rather than one record at a time — see the Procurement tab on the Reports & Analytics dashboard. You can also ask an AI assistant things like "any pending purchase orders" or "what's our total outstanding to vendors" directly.