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Document Management
ES
Use case

Document management for Purchasing

Control orders, supplier approval, and purchase authorizations in a single flow, with full visibility over what's been ordered, from whom, and on what terms.

3 minutes read

The typical problem

  • Orders approved verbally or by email, with no record anywhere.
  • Supplier approval documentation that's incomplete or expired without anyone noticing.
  • Quote comparisons that get lost in email threads before a decision is made.
  • No visibility into what's pending approval and who's holding it up.

How a document management system solves it

  1. Structured purchase request: Every request follows the same circuit, with the necessary information from the start.
  2. Approval by amount or department: You define who authorizes each type of purchase.
  3. Approved supplier profile: Documentation, terms, and approval validity, centralized.
  4. Full history: Each order is linked to its quote, approval, and final invoice.

Result

  • No significant purchase gets approved without being documented.
  • Approved suppliers get reviewed before their documentation expires, not after.
  • The purchasing manager always knows what's pending approval.
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