Procurement & Orders
From Request to Receipt
End-to-end procurement lifecycle management with purchase orders, sales orders and quotes, configurable multi-level approval workflows, bill of materials, supplier pricing intelligence, and a real-time procurement dashboard that keeps every pound of spend under control.
The Procurement Challenge
Most hospitality and multi-site businesses still manage procurement through email threads, spreadsheets, and verbal approvals. The result is zero visibility over committed expenditure, no audit trail, and budget overruns discovered only after the fact.
Common issues we solve:
- No formal purchase request or PO process - purchases made ad-hoc with no paper trail
- Approval workflows that exist only in people's heads, with no delegation or escalation
- Quotes created in Word documents with no link back to the resulting order
- No visibility of committed expenditure until invoices land in finance
- Component costs buried in supplier emails, making BOM costing guesswork
- Supplier pricing changes applied without any formal approval or audit record
Complete Procurement Lifecycle
Purchase Orders
Full purchase order lifecycle from draft through to receipt, with line-item management, supplier search, and complete status tracking across every stage
- Full lifecycle: create, edit, send, receive, close
- 11 status types from Draft to Fully Received
- Search by PO number, title, or supplier name
- Purchase Requests with formal submission flow
Sales Orders & Quotes
Manage the full sales pipeline from initial quote through to completed order, with customer-specific pricing and seamless quote-to-order conversion
- Full sales order CRUD with line items
- Create, view, and edit detailed quotes
- One-click quote-to-order conversion
- Customer-specific item pricing support
Bill of Materials
Define product compositions with component-level detail, track supplier pricing per component, and calculate total costs automatically from your BOM structure
- BOM headers with default BOM per product
- Component lines with quantity and unit pricing
- Automatic total cost calculation from components
- Units of measure with category-based conversion
Approval Workflows
Configurable multi-level approval workflows with role-based routing, auto-approve thresholds, budget and supplier checks, plus delegation and escalation capabilities
- Multi-level workflows with configurable roles
- Auto-approve thresholds for low-value orders
- Approve, reject, delegate, or escalate requests
- Withdraw and resend notification actions
Supplier Pricing Intelligence
Track component prices from every supplier, run formal pricing approval workflows for changes, and leverage supplier performance analytics to make better purchasing decisions
- Per-component pricing from each supplier
- Pricing approval workflow for price changes
- Bulk price update management
- Supplier performance statistics and analytics
Procurement Dashboard
Real-time visibility across your entire procurement operation with stats cards, tabbed views of requests and orders, and a visual procurement activity timeline
- Purchase Requests, Orders, and Invoices value cards
- Committed Expenditure tracking at a glance
- Tabbed view switching between Requests and Orders
- Visual procurement activity timeline
Intelligent Approval Engine
Multi-Level Approval Chains
Define approval workflows with multiple levels, each assigned to specific roles. The system automatically determines which workflow applies based on configurable approval rules, including amount thresholds that auto-approve low-value requests.
How it works:
• Define workflow levels with required approver roles
• Set auto-approve thresholds to skip approval for small orders
• Rules engine auto-selects the right workflow per request
• Each level must approve before advancing to the next
Budget, Supplier & Amount Checks
Approval rules evaluate each request against budget availability, supplier compliance, and amount thresholds to automatically determine routing and flag exceptions before they become problems.
Rule types:
• Budget checks - verify funds are available before approval
• Supplier checks - ensure supplier meets compliance requirements
• Amount thresholds - route to higher authority above set values
• Auto-evaluation selects the correct workflow per request
Delegate, Escalate & Monitor
Approvers are never a bottleneck. Requests can be delegated to colleagues, escalated up the chain, or withdrawn and resubmitted. Full statistics and monitoring keep leadership informed at all times.
Capabilities:
• Approve, reject, delegate, or escalate any request
• Withdraw submissions and resend notifications
• Webhooks for external system notifications
• Integration API for connecting third-party tools
Purchase Order Lifecycle
Every purchase order flows through a clear, trackable lifecycle with full visibility at every stage - from initial draft through to final receipt
Request & Draft
Raise a purchase request or create a PO directly. Add line items, select suppliers, and submit for approval
Approval & Sending
Multi-level approval workflow routes the PO to the right approvers. Once approved, send directly to the supplier
Receive & Close
Record partial or full goods receipt against the PO. Track what has arrived and what is still outstanding until the order is complete
Complete Status Tracking
Every PO carries one of 11 distinct statuses: Draft, Submitted, Approved, Rejected, Pending, Sent, Partially Received, Fully Received, Completed, Converted, or Cancelled. Filter and search across all orders by status, PO number, title, or supplier name to find exactly what you need.
Built-In Configuration
Workflow Management
Create, edit, and manage approval workflows directly from procurement settings. Define the levels, roles, and thresholds that match your business processes.
Document Templates
Configure PO templates and onboarding templates so every document sent to suppliers follows your brand standards and includes the right terms.
Terms & Conditions
Manage your procurement terms and conditions centrally. Apply standard terms to purchase orders automatically so nothing is missed.
The Jigsol Procurement Advantage
Every request, order, and invoice tracked in one place
Granular tracking from Draft to Fully Received
Configurable workflows with delegation and escalation
Know what is committed before invoices arrive
See It In Action
Procurement Dashboard
Purchase requests, order tracking, approval workflows, and BOM costing
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