Discuss your projectSpend approved at the request instead of discovered at the invoice. Requisitions check the budget line, approvals route by amount and category, and purchase orders post to accounting with receiving tracked against them.
Illustration of a procurement application built by Baybloom: requisitions checked against budgets, routed for approval, turned into purchase orders, and received against the order.
Finance and operations leaders at multi-department or multi-site businesses where purchase requests arrive by email, approvals happen in threads, purchase orders are typed into accounting, and invoices are matched by memory. The accounting system holds the ledger; the flow before it is the problem.
The workflow
The steps we see most often in this kind of operation.
Features
Requesters shop approved supplier catalogs from inside the system, with items and contract prices returning to a requisition ready for approval.
Categories linked to approved suppliers, with requests steered toward contracted vendors and exceptions requiring a reason before they can proceed.
Requests above a threshold collect several supplier quotes, compare them side by side, and record why the chosen supplier won.
Supplier contracts with terms, spend commitments, and renewal dates, with reminders so agreements are reviewed before they roll over automatically.
Approval limits by person and role, with delegation during absences, so purchases keep moving when an approver is away.
Approvers review the request, budget position, and supporting documents on a phone and approve or reject with a note from anywhere.
Your first release
How the work runs
We start with the people doing the work and the systems around it, then write down the first release: what it includes, what it leaves for later, the integration decisions, and the acceptance criteria. Nothing is built until that scope is agreed.
We build in releases you can review as the work takes shape, using realistic data. Every release carries tests, a security review, and documentation. Integrations are tested against real records, with exceptions visible.
Your team receives the documentation, the runbooks, and the training to run the system, and we stay on for continued engineering when you want it.
Scope and price
Every project is priced from a written scope. These are the factors that move it most.
A single approver per department is simple, while rules combining amount, category, project, site, and delegation need careful design and thorough testing.
Mapping requisitions to cost centers, projects, and budget lines depends on how the chart of accounts is structured and how budgets are maintained today.
Sending orders by email is simple, while supplier catalogs, punchout, and electronic invoices each add setup and testing with individual suppliers.
Several legal entities, currencies, or sites with different approvers and accounting instances add configuration and reporting work across the whole flow.
Multi-site services company
In many multi-site services companies, a manager emails a purchase request, a director replies somewhere in the thread, and the purchase order is typed into accounting after the goods arrive. A procurement system starts at the request: a requisition against a budget line, a budget check, and approvals routed by amount, category, and department. The approved request becomes a purchase order that posts to accounting, and receiving is recorded against it. Finance sees commitments before invoices land. Matching orders, receipts, and invoices, and a supplier portal, are sensible additions later.
Questions
What buyers ask before a project like this starts.
No. Accounting stays the ledger. The system runs the flow before it and posts the order and the receipt.
Approvals follow rules you set by amount, category, department, and site. Every approval is recorded on the requisition.
Order, receipt, and invoice matching usually comes in the second release, with exceptions listed for a person.
Supplier records with documents and terms arrive in the first release, and a supplier portal for quotes and documents comes later.
Make the system easier than email. Approvers get a notification with everything they need to decide, approve from a phone, and see their budget position at the same moment. Once purchase orders only come from approved requisitions, the old route stops working, and the habit follows.
Open purchase orders are loaded from accounting so receiving and matching continue on the new system. Requests in flight are either completed the old way or entered once as requisitions, and we agree on the cutover rules with finance so nothing is ordered twice or missed.
Yes. Committed spend from approved requisitions and open purchase orders is visible against each budget line, alongside actuals from accounting. Budget holders see what they have left before they approve, rather than finding out when the invoice arrives.