Buy what you need. Know what it costs.
For most businesses, purchasing is reactive — you run out of something, someone raises a purchase order, and it gets emailed around until someone approves it. There's no central record of what's been ordered, what's arrived, what's still outstanding, and what it's all costing. This module gives you a clear, connected purchasing process — from the moment a reorder is triggered to the moment the supplier invoice is paid.
A clear purchasing process, from reorder to receipt to payment
Most businesses don't have a purchasing process — they have a purchasing habit. Someone notices something is low, sends an email to a supplier, and waits. There's no approval trail, no record of what's outstanding, no three-way match when the invoice arrives, and no way to see what the business is actually spending on stock or supplies.
This module creates a proper purchasing workflow. Purchase orders are raised from reorder alerts, approved in the system, sent to suppliers, and matched to deliveries when goods arrive. When the supplier invoice comes in, it's matched against the purchase order and delivery automatically — so you only pay for what you actually received, at the price you agreed. Because procurement connects directly to your inventory and accounts, there's no double-entry. Stock goes up when goods arrive. The supplier bill appears in your accounts. Everything links together.
Purchase orders with a proper approval trail
Every purchase order is raised in the system, reviewed, and approved before it goes to a supplier. No more orders going out without anyone knowing about them.
Stock updates automatically when goods arrive
Receive goods against a purchase order and your inventory updates immediately. Discrepancies between what was ordered and what arrived are flagged right at goods receipt.
Three-way matching before you pay
The supplier invoice is matched against the purchase order and the delivery receipt automatically. If something doesn't line up, you know before you pay — not after.
See what you're actually spending with each supplier
Full purchase history, pricing trends, and payment records per supplier — so you can negotiate better terms, consolidate orders, and see where your purchasing budget is going.
What's included ?
Everything you need to buy the right things, from the right suppliers, at the right price — and make sure it all connects to your inventory and accounts without double-entry.
Purchase order creation
Raise purchase orders manually or automatically from low-stock alerts. Each PO has line items, quantities, agreed prices, and a delivery date — all in one document.
Approval workflows
Set spending limits and approval rules so purchase orders above a certain value need a manager to sign off before they go to a supplier. Full audit trail of who approved what and when.
Send directly to suppliers
Email purchase orders directly from the system. No printing, no PDFs in email drafts, no wondering whether the supplier actually got it — the send is tracked and timestamped.
Goods receipt against PO
When stock arrives, receive it against the open purchase order. Quantities are checked against what was ordered. Discrepancies are flagged immediately so you can follow up with the supplier.
Three-way matching
When the supplier invoice arrives, the system matches it against the purchase order and the goods receipt automatically. Only pay for what was ordered and what arrived — at the price agreed.
Reorder alerts & suggested POs
When a product drops below its reorder point, the system suggests a purchase order pre-filled with the supplier, quantity, and agreed price. Approve it in one click.
Supplier management
Maintain a register of suppliers with contact details, payment terms, lead times, and pricing agreements. Certificates, insurance documents, and audit records stored against each supplier.
Spend reporting by supplier
See total spend per supplier, average order value, payment history, and price trends over time. Use the data to consolidate suppliers, renegotiate terms, or identify where costs are creeping up.
Linked to projects & job costs
For construction and trades businesses, purchase orders can be linked to specific projects or jobs. Costs flow directly into your project cost tracker without re-entering anything.
Know your suppliers as well as you know your customers
| SUPPLIER | EXPIRES | STATUS |
|---|---|---|
|
Food Safety Certificate
Compliance document status
|
Expires Dec 2026 | OK |
|
Public Liability Insurance
Mandatory vendor coverage
|
Expires Mar 2027 | OK |
|
Organic Certification
Critical renewal required
|
Expires 30 Jun 2026 | Expiring |
Renewal reminder: Organic Certification expires in 53 days. Request renewal from GreenMill Co now.
Which industries use this module
Procurement is used across all five industries Begin360 works with. Every business that buys stock, materials, or services from external suppliers benefits from a proper purchasing process.
Explore the full suite
Procurement connects your purchasing to inventory, finance, projects, and jobs. Here's what else is available.