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Between a request and an order there is usually an email thread, an approval and someone retyping it into the system.
That is where time gets lost. It is also where the discrepancies start that surface later during invoice checking.
The Purchase Order Handler turns the request into an order, gets approval from whoever needs to give it and keeps track of what is still outstanding.
What it does, step by step
- Receive the requestFrom a form, an email or a message from someone on the shop floor.
- Complete and checkSupplier, item number, price and lead time from your own sources.
- Get approvalFrom the right person according to your approval matrix, with a reminder if it stalls.
- Place the orderIn the system and with the supplier, with confirmation back to the requester.
- Monitor open ordersWhat has been ordered and not yet delivered, and what is late.
Works with these systems
- Price lists
- APIs
Is your system not listed? We can connect any system, even if there is no standard integration. View all integrations.
What runs automatically and what does not
You stay in control.
Not every decision should be made automatically. For each workflow, we set out:
- What can happen automatically.
- What is put forward for approval first.
- When a person is brought in.
- What information is stored.
- How actions are logged.
Is this a fit for your organisation?
A good fit if
- Organisations where purchasing currently runs through email.
- Businesses with an approval matrix that gets skipped in practice.
- Situations with many small orders from regular suppliers.
Less of a fit if
- Strategic procurement and negotiations.
- Organisations without defined spending authority: define that first.
What it can deliver
- Less time between request and order.
- Fewer discrepancies that only show up on the invoice.
- A clear view of what has been ordered and is still to come.
Directions, not promises. As soon as there is evidence from a client project, it will appear here as a substantiated result.
Frequently asked questions
How does the AI know who is allowed to approve a purchase?
From your approval matrix. During setup we record it per amount, per category and per department. If a request falls outside it, it does not go through but goes to a person.
Can it order from suppliers itself?
Technically yes, by email or through an integration. Whether you want that is a choice. Many organisations start with automatic ordering from regular suppliers below a set amount and keep the rest manual.
Does this prevent discrepancies during invoice checking?
It helps considerably, because the order and the invoice come from the same data instead of two separate manual entries. Discrepancies from price changes or partial deliveries remain; those surface during the check.
What happens if an approval stalls?
It sends a reminder, and after an agreed period it escalates to a deputy or the manager. How long that period is and who it goes to, we agree per organisation.
How to put this to work
- 1A short callTogether we look at your process and your systems, and whether this task is the best place to start.
- 2Set up on your rulesIntegrations with your own systems, and agreeing what may run automatically and what a person approves.
- 3Measure and adjustFirst alongside your team, only then on its own. We look at what it delivers and adjust.