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Why should you run your purchase processes with Qntrl?

Visibility

Get rid of the mountain of conversations, happening across emails, chats, and calls, that can lead to costly discrepancies and errors.

Control

Set purchase limits and mandatory approvals for larger expenses, ensuring complete control over every dollar spent by every department. And make sure requests get processed on time by enforcing time limits.

Automation

Reduce human work by automating wherever it’s required. Stay on top of your business units’ needs, while at the same time being responsive to vendors and keeping up with reporting and budgetary needs.

Accessibility

Keep your requestors up to date on the status of their purchase request, by making all the necessary information accessible in one place.

Digitalization

Save time and effort by minimizing paperwork and eliminating spreadsheets. Maintain a clear audit trail of every decision and transaction for all purchases.

Compliance

Have checks and balances in place to prevent fraud, and ensure company policy requirements are followed while processing every purchase request.

A sample purchase process orchestration in 5 simple steps

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Submit a purchase requisition

You can decide what information is required when submitting a request, and you can also perform calculations or checks against back-end systems.

Route the purchase request

The request can be put on hold, approved, or rejected by performing automated calculations on the submitted information, based on rules like departments or amount. The request can also be assigned manually or via pick-up mode.

Get manual approval

The approver has at their disposal all the information relevant to the purchase requisition.

Place order

Post approval, order is placed with the vendor for the required items.

Receive items and pay vendor

The received items are inspected and, once that is complete, the vendor is paid, expense tool is updated, and request is closed.

Qntrl is flexible enough to be customized to your needs, for example:

  • Verify in SAP that the request has enough budget left in the cost center, before creating the request.
  • Automatically approve purchase requests based on seniority and purchase value.
  • At the end of the purchase process, generate a printable/PDF version of the purchase order.
  • Modify the request form such that requesters can place requests for multiple items in the same purchase request.
  • Auto-route requests above a certain value to a higher approving authority to eliminate avoidable purchases.
  • Stay connected with, and export purchase information to, your financial and accounting software.

No two purchase request processes are the same

Choose the process that most closely resembles what you need, and then customize it so that it behaves exactly the way you need… or start from scratch to ensure every step is exactly how you want it:

Take a look at Qntrl

Qntrl is the world’s #1 Workflow Orchestration Software. See why.

  • Centralization & Visibility
  • Process Compliance
  • Workflow-Centric Collaboration
  • Process Automation
  • Reports and Dashboards
  • Process Mapping
  • Process Extensibility
  • Enterprise Security
  • Centralization & Visibility

    Centralized requests, Unparalleled visibility

    Manage your daily financial transactions- from the smallest expense reimbursement to a major capital request for a new building - all from one place. Track all requests in real-time, and easily approve invoices, and purchase requisitions whenever and wherever.

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  • Process Compliance

    Ensure execution standards

    Control how processes work. Requests with little budget impact can be accelerated, while a high-dollar item might need to be routed through multiple departments. Embed internal finance controls and make compliance an enabler for business performance rather than a resource drain.

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  • Workflow-Centric Collaboration

    Collaboration: when you need it, where you need it

    Access unified, relevant information throughout a process- SOC 2 report during credit risk assessment, payment vouchers during accounts payable, and such. Get things done faster by notifying your peers through email, sms, or any other chat application.

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  • Process Automation

    Make repetitive manual work a thing of the past

    Quicktrack your outstanding and send reminder letters for overdue payments. Customize documents such as invoices and statements to easily adapt to changing business requirements. Automate workflow steps, task assignment, notifications, and more.

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  • Reports and Dashboards

    Improve Operational KPIs

    Identify reasons for payment delays, analyse and shorten cycle times, track employee performance, and more with up-to-the-minute reporting. You can also use the report builder to generate and schedule your own reports. Plus, automatic SLA reminders help you stay on track.

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  • Process Mapping

    Orchestrate, Visually

    Build flexible and scalable business processes- check requests, budget approvals, travel reimbursements, and such- tailored to meet the requirements of your business. Our workflow designer also lets you include advanced features like parallel transitions and common states.

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  • Process Extensibility

    Make Qntrl even more powerful

    Connect Qntrl with your other tools- Netsuite, SAP, Slack, Stripe, and more- to minimize the need to manually reconcile and compile information from disparate sources. APIs, Client and Server Scripts are some of the options that will help you tailor Qntrl to suit your needs.

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  • Enterprise Security

    Designed for Enterprise

    Get all the advantages of a cloud-based platform with the security you’d expect from an on-premises system. Field access privileges, data encryption, and role-based access controls keep your sensitive information safe. Audit capabilities help you figure out who-did-what-when.

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