How to Build a Purchasing System With Competing Quotes

A purchasing system with quotes records each request, gathers competing prices, and tracks how much the comparison actually saved. The choice of supplier stops being informal.

Why purchasing decisions go unrecorded

The comparison usually happens — in someone's inbox, or verbally — but the reasoning does not survive.

Quotes compared by email and then deleted
No record of why one supplier was chosen
Budget consumption discovered after the fact
Savings from negotiation never quantified

What the purchasing dashboard should show

Indicator	What it answers
Global budget	Total available across all projects
Amount spent	How much of the forecast has been consumed
Savings generated	What comparing quotes actually saved
Awaiting approval	How many requests are blocked on a quote decision
Budget vs spend per project	Where each project stands against its allowance

How to configure it in Jestor

Register each project in Jestor, assigning a responsible manager.
Create purchase requests as cards on a Kanban, linked to their project.
Customize each phase — new request, quoting, approval, purchase.
Filter by priority, tag (recurring or imported requests), and date range.
Build indicators for global budget, spend, savings, and pending approvals.

Why choose Jestor for purchasing control?

Jestor makes savings a tracked figure rather than an assumption, which is what turns quote comparison from a chore into something the team can see the value of.

Because requests are linked to projects, budget consumption per project is visible continuously instead of at closing — and the approval step can route by cost center like any other request.

Frequently Asked Questions

Can I see savings from comparing quotes?

Yes, it is one of the dashboard indicators. See jestor.com.

Can requests be linked to a project?

Yes, with budget and spend tracked per project.

Can I customize the approval phases?

Yes, each phase on the board is configurable.

Video Tutorial: Step by Step

Check out other practical tutorials on the Jestor YouTube channel.

Get to know Jestor

With Jestor, you can automate workflows, connect teams, and build internal systems your way — all without code and powered by AI. Discover Jestor at jestor.com and see how to take your company's operations to a new level of efficiency and control.

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