How to build a purchasing system with quote comparison
A purchasing system with quote comparison holds every request until quotes are collected and the best one is approved, instead of letting each area buy on its own. In Jestor, this runs on a ready made template with a budget indicator, a savings indicator and a Kanban for requests.
Why buying without comparison quietly drains budget
When a purchase is made directly by whoever needs it, nobody knows whether a better price existed. The cost only becomes visible months later, in aggregate, when it is too late to act.
Comparing quotes is not bureaucracy. It is the only moment where savings can actually be generated.
What structured purchasing solves:
- Purchases made without any price comparison
- Budget consumed without anyone noticing
- Requests stuck waiting for a quote nobody chased
- No visibility into which projects are overspending
- No record of why a given supplier was chosen
What the purchasing dashboard should show
| Indicator | What it answers | Decision it supports |
|---|---|---|
| Global budget | Total planned across all projects | How much is committed overall |
| Amount already spent | How much of the forecast is consumed | Whether to slow down purchasing |
| Savings generated | Difference between quotes chosen and rejected | Proof that the process pays for itself |
| Requests awaiting quote approval | How many items are blocking projects | Where to push for a decision |
| Budget versus spent per project | Consumption by individual project | Which project needs attention |
| Projects by priority | Where the urgent work sits | Ordering the purchasing queue |
Step by step to run the process
- Register the project and assign a responsible manager.
- Set the planned budget for that project so consumption has a reference.
- Open a purchase request describing the item, quantity and target date.
- Attach the quotes received, each with supplier and amount.
- Select the winning quote, which records the reason for the choice.
- Send it through approval according to the amount and cost center.
- Track consumption on the dashboard as the project progresses.
Why running this inside Jestor helps
- Savings become measurable: the indicator shows the value generated by comparing
- Every request is a card: quotes, attachments and history in one place
- Approval built in: the same flow handles limits by amount and cost center
- ERP connection: the approved purchase can generate the entry in Omie automatically
Frequently Asked Questions
Do I have to collect quotes for every purchase?
No. You define which amount ranges require comparison. See jestor.com.
Can I see how much comparing quotes actually saved?
Yes. A dedicated indicator shows the savings generated by the selection process.
Does the approved purchase reach the ERP automatically?
Yes, through the native integration, which creates the corresponding entry.
Video Tutorial: Step by Step
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