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PURCHASING & SUPPLY · PURCHASE

Open the request, let the quotes compete

Write the items and publish the request; the invitation goes out by itself to the pool suppliers whose category matches. The quote comes from a link — the supplier opens no account, and every quote is recorded with its IP and content digest. The screen tells your team SUPPLIER-A · B · C; the approval role picks the winner, and the contract and order are created by themselves.

Explore the module ← Home
Anonymous quote comparison Audit-trailed quotes Live reverse auction Contract → order → goods receipt
THE MODULE'S UNITS

Five units, one file: from request to expense

Purchasing is more than an order screen — from the request file to the live auction, from the supplier pool to goods receipt, from expense and VAT to the accountant package, an end-to-end supply desk. Each of the five units closes one job.

Request File

Every quote request in one file — items, invitees, incoming quotes and the winner side by side.

Open the File

Live Auction

While the quotes are on the table, open the auction; the price competes downwards in a window whose rules you set.

See the Auction

Supplier Pool

A pool by category and product tag; the invitation goes by itself to the suppliers whose category matches.

See the Pool

Order & Goods Receipt

The winning quote turns into a contract, the contract into an order; partial receipt and damage records on the same screen.

See the Flow

Expense, VAT & Returns

Purchase invoice approval, deductible VAT, payment requests and the return process in one file.

See the File
01 · REQUEST ENGINE

Open the request, let the invitation go by itself

Write the items, pick the deadline, publish — the rest is the engine's work: matching suppliers get the invitation, quotes arrive from a link with IP and digest on record, and the screen shows the code rather than the name; picking the winner stays with the approval role.

BY HAND OR FROM STAFF

Open a Request

Write the items, quantities and specification; or approve the request your employee opened from their own panel — both enter the same chain.

See the Engine
WITHOUT AN ACCOUNT

A Quote from a Link

The supplier gives the quote from their own link in the e-mail, without seeing rival quotes; each quote is recorded with IP, browser trace, submission time and a SHA-256 digest.

See the Engine
NOT THE NAME, THE CODE

Anonymous Comparison

The team sees "SUPPLIER-A · B · C" on screen; only the approval role picks the winner, and every pick lands in the audit log.

See the Comparison
THE REQUEST LIFECYCLE

The request's stop-by-stop flow

The request opens, the invitation goes out, quotes arrive, an auction opens if you want one, the winner is picked, contract and order are created, the goods are received — every stop posts to the file. Which quote belongs to whom is seen by the company owner, not the team.

Explore Purchasing
The engine gathers, you pick the winner. Invitation, quote collection and comparison run by themselves; but picking the winner belongs to the approval role — and every pick lands in the audit log with its reason.
One Request EngineA request you open and one from staff pass through the same chain
The Approval Role PicksThe anonymous comparison is open to the team; the pick stays with the approval role
Request OpenedItems, quantity, specification — a request number is born
Invitation OutA notice to the pool suppliers whose category matches
Quote ArrivedFrom a link, with no account; recorded with IP + digest
Auction OpenedThe window, minimum decrement and wait rule are yours
Price Came DownRevisions only downwards; word comes when your rank drops
Winner PickedThe contract opens, and the losing suppliers are told too
Order CreatedAn order from the contract; visible in the supplier portal
Goods ReceivedPartial receipt, damage record, pool stock to your centre
02 · LIVE AUCTION

The quotes are on the table: now let the price come down

One click turns the request into a live reverse auction. The auction link goes to the invited suppliers; every supplier who has quoted sees their rival by an anonymous code and can revise their quote downwards only until the window closes. An invitee who has not quoted yet can still join with a first quote until the auction closes, even after the deadline.

Anonymous code Minimum decrement Speed brake Rank alert

You Set the Rules

When you open the auction you set the window, the minimum decrement and the wait between revisions.

  • The time window is yours
  • A minimum decrement rule
  • A wait between revisions
See the Rules

Rivals Seen by Code

Every supplier who has quoted sees their own rank and the rival's anonymous code; no names. A quote can only be revised downwards.

  • SUPPLIER-A · B · C
  • Rank updates live
  • Downward revisions only
See the Auction

A Drop in Rank Sends Word

When a rival moves ahead the supplier gets a notice; once the window closes the engine takes no new revision.

  • A notice when rank drops
  • No revision after the window
  • Overdue requests are reminded
See the Flow
The auction is not compulsory — opening it is your call. You can close the request on the first quotes alone; the auction is only for one more round of price competition. Every revision stays on record with who wrote it, when and for how much.
03 · SUPPLIER POOL

No invite list to keep by hand: the pool picks by category

Take a supplier into the pool once, with their category and product tags; from then on the suppliers whose category matches drop into the invite list by themselves. A pooled supplier gets a welcome notice; in their own portal they see the order, confirm it, enter the shipment and upload their invoice. A new supplier can also register through the application link.

Category & product tag Invitation by itself Supplier portal Pool stock to the centre
04 · ORDER AND GOODS RECEIPT

The winner is clear: contract to order, order to goods receipt

The winning quote opens the contract; an order is created from the contract and appears in the supplier's own portal. The supplier confirms it and enters the carrier and tracking number; at goods receipt partial receipt and damage records sit on the same screen, and accepted goods post to the pool stock — "Pull to Centre" moves them onto your own stock card.

Order from the contract Confirmed in the supplier portal Partial receipt + damage Pool stock to the centre
05 · EXPENSE, VAT & RETURNS

The purchase closes, expense and VAT fall into place

The purchase invoice lands for approval; on approval the supplier account balance updates and the VAT is written to the deductible side. Upload a photo of the receipt — iStartPay AI extracts the business, date, total and VAT rates; the record opens with your approval.

Invoice Approval & Account

The incoming purchase invoice lands for approval; on approval the supplier account balance updates and a payment request opens.

  • Approve / reject flow
  • Posts to the account balance
  • A payment request opens
See the Approval

Receipt Photo → Expense

Photograph the receipt; the business, date, total and VAT rates split out — the record opens with your approval.

  • Business · date · total
  • VAT rate and base
  • Proposed, never booked silently
See the AI

Damage, Returns & Archive

Damage reports, the return process and downloading a period's documents as one package, all in the same file.

  • Damage report
  • Return (RMA) process
  • Period documents in one package
See the File
Document types are kept apart — invoice, receipt, expense voucher, professional fee receipt and official payment each filter separately in the same list
OUTPUTS

What comes out of the file: ready for audit and accounting

1 A Recorded Quote Every quote is on record with its IP, browser trace and content digest.
  • Time of submission
  • IP + browser trace
  • SHA-256 content digest
See the Quote
2 Supplier Contract Once the winner is picked the contract opens by itself.
  • Automatic on the award
  • Amount + term + delivery
  • Word comes when it is signed
See the Contract
3 Purchase Order An order from the contract; tracked in the supplier's own portal.
  • An order number
  • Carrier and tracking number
  • Partial receipt supported
See the Order
4 Expense and Deductible VAT The purchase invoice posts to the account and the VAT side.
  • Account balance current
  • Deductible VAT
  • Payment request
See the Expense
5 Accountant Package A period's documents come down as one archive file.
  • Pick the period
  • Documents in one package
  • Audit ready
See the Package
Let every purchase close on competition.From request to goods receipt, from contract to deductible VAT — all in one file. See the engine
HOW IT WORKS

In five steps, from request to goods receipt

1 Build the Pool

Take the supplier into the pool with their category and product tags.

  • Category + product tag
  • A welcome notice
  • The supplier portal opens
2 Open the Request

Write the items, pick the deadline, publish.

  • Items + quantity + spec
  • Invitation by category
  • A quote from a link
3 Let Them Compete

Open the auction if you like; the price comes down in a ruled window.

  • Window + minimum decrement
  • Anonymous ranking
  • A notice when rank drops
4 Pick the Winner

Pick from the anonymous comparison; contract and order follow by themselves.

  • The approval role decides
  • The contract opens itself
  • The order is with the supplier
5 Close

Goods receipt, invoice approval, VAT and payment — one chain.

  • Partial receipt + damage
  • Account and deductible VAT
  • Accountant package
Don't decide on a single quote.Request, auction, contract, goods receipt — all with iStartPay. See the engine
PURCHASING MODULE

Take purchasing out of phone and e-mail traffic into one file

Quote requests, a live auction, anonymous comparison, contracts and goods receipt — one module.
Pick your plan and open your first request today.

Anonymous quote comparisonThe screen shows the code, not the name; the approval role picks the winner.
Live auctionThe price competes downwards in a window whose rules you set.
Audit-trailed quotesEvery quote is recorded with its IP, browser trace and digest.
The chain runs itselfContract, order, goods receipt, expense and VAT in one flow.
Pick your plan All modules