Sourcingflow is a purchase order solution that follows a purchase order through the entire process: request, quote, order, delivery and invoice. Below you can see exactly how, with screens from the real software.
Everyone submits requests through the same purchasing desk, with tabs and cards that show at a glance what’s outstanding, waiting for approval, or already converted into an order. Authorization follows your own rules, with or without a four-eyes principle.
Send one request for quotation to multiple suppliers at once. Responses come in centrally with a deadline and status per supplier, so you choose based on price and terms, not on who replied first.
Every order shows its status, confirmed delivery date and any deviations. Nothing gets lost in an inbox anymore.
Order from a shared catalogue with fixed agreements per item. Every line immediately shows what the negotiated saving delivers.
New supplier? One form with the details you need, linked directly to contracts, items and performance. No more separate spreadsheets per supplier.
Through their own portal, suppliers confirm orders, provide delivery dates and respond to requests for quotation, in their own language. You no longer have to chase everyone by phone.
What comes in is checked off against the order right away, including any quality reports. Stock and receiving stay in sync.
See per cost center what’s already been spent and what’s still outstanding, before the quarter ends, not after.
See committed spend, budget usage and supplier reliability the moment they change, straight from live purchase orders. No exports, no waiting for month-end.
Every order is compared against the budget price automatically, per article and per supplier. You see exactly what good buying — and good negotiating — is worth.
On-time delivery, pushbacks and complaints per supplier, tracked automatically from every order. The numbers speak for themselves at your next renewal talk.
Every price change is logged per article and per supplier, plotted against your budget price. Spot a deviation the moment it happens, not at the next invoice.
Created, sent, acknowledged, changed, delivered: every purchase order keeps a timestamped history, including changes agreed by phone or email. Nothing gets lost, and it’s never one person’s word against another’s.
Onboarding happens in week one. The main step is configuring the software to match how you already work — a set of yes/no questions about approvals, budgets, suppliers, receiving and numbering. Answering them takes a matter of minutes, and your configuration is activated on the spot.
Decide whether you start with a catalogue or build it up as you go, whether a four-eyes principle applies to approvals, and how cost centres and budgets behave once a limit is reached.
Choose whether only approved suppliers can receive orders, whether they must confirm within a set number of days, and whether they get access to their own supplier portal.
Set an allowed under- or over-delivery margin, how lead time is counted, whether delivery complaints get logged, and how often supplier performance is evaluated.
Pick your base currency, decimal notation, PDF layout and how purchase order numbers are built up. All prices in Sourcingflow are shown excluding VAT.
Sourcingflow is not an accounting package. Most organisations already have one long before they start professionalising procurement. We connect to most accounting systems through an API, and today already give your finance or administration role a dashboard to check whether a supplier’s invoice matches the purchase order and what was actually delivered — the “Ready to Pay” signal. This way Sourcingflow covers the source-to-receive process, including the check that an invoice matches the order and delivery, up to the moment of payment; the payment itself stays in your accounting package.
You set authorization rules, budget limits and approval flows yourself, with no IT project. Sourcingflow adapts to your process, not the other way around.
Get in touch and we’ll walk through the part of the process that matters most to you.
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