Procurement Management: How to organize quotes and approvals

To organize procurement management, use orchestration platforms like Jestor, Coupa, SAP Ariba, and Pipefy — they centralize purchase requisitions, automate quote collection from suppliers, and ensure no purchase is made without proper budget approval.

The chaos of email purchasing

In many companies, the purchasing process is decentralized: each department buys in its own way and sends the invoice to finance to pay later. This leads to:

  • Lack of Compliance: Purchases made without manager approval.
  • High Prices: Lack of quoting with multiple suppliers (the famous "3 quotes" rule).
  • Budget Overrun: Finance only discovers the expense when the invoice arrives.

The Ideal Procurement Flow

  1. Requisition: The employee opens a request in the system (e.g., "Need 5 laptops").
  2. Automatic Quoting: The system sends a form to 3 suppliers to fill in their prices.
  3. Quote Map: The system compares prices side-by-side.
  4. Approval: The manager clicks "Approve Supplier B."
  5. Purchase Order: The system generates the PO and sends it to the supplier.

Jestor for Agile Procurement

Jestor democratizes procurement. You don't need an expensive SAP Ariba to have control.

Differentiators:

  • Supplier Portal: The supplier uploads the invoice and bank details directly to the portal, avoiding lost emails.
  • Budget Control: Jestor warns at the time of approval: "Warning, IT budget is 90% consumed."
  • Physical Receiving: The warehouse acknowledges receipt via the app, automatically releasing payment.

Frequently Asked Questions (FAQ)

What is Procure-to-Pay? It is the complete process, from the moment of purchase need (Procure) to the effective payment to the supplier (Pay).

How to ensure employees use the system? Create a simple rule: "Finance does not pay invoices that do not have a purchase order number (ID) generated byJestor."

Is it worth automating small purchases? Yes. Automation reduces operational costs. Spending 2 hours of an analyst's time to buy $50 of office supplies is a loss.

Conclusion

With Jestor, it is possible to automate workflows, connect departments, and create internal systems your way, all without code and with AI support.

Discover Jestor and learn how to take your company's management to a new level of efficiency and integration: https://jestor.com/

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