Procurement ERP with an approval matrix
Every purchase, approved by the right people. Automatically.
From purchase request to order, invoice, payment and goods receipt: one system routes every document through your approval matrix, collects vendor quotes by mailed link and keeps the audit trail. In Azerbaijani, English and Russian.
- 14approval matrices, one per document type
- 19routing conditions per rule
- 3languages on every screen
- 8currencies with daily central-bank rates
- 100+screens in one process
Approve from the web or from the link in the e-mail.
How it works
One document, seven stages, no e-mail ping-pong.
Each stage is a document with its own approval matrix, its own printable and its own audit trail. Nothing moves to the next stage without a signature.
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01
A request is raised
A purchase or contract request. The budget is derived from its lines, the request is saved as one transaction, and the matching rule is picked from the matrix at the moment it is sent.
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02
It is approved, level by level
The next level appears only when the current one is fully answered. Reminders go out on schedule, and nightly sweepers close what a Gatekeeper let lapse.
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03
Quotes are compared
The bidding grid loads every quote in one call, with vendor names masked from the requester. Tenders go out by invitation link and cannot be awarded before the deadline.
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04
The order is generated
A purchase order or contract order is created from the winning column, with totals restated in AZN at the document's dated exchange rate.
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05
The invoice is registered
An invoice is registered against the order or the goods receipt and goes through its own matrix before anyone can pay it.
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06
The payment is instructed
Payment instruction, bank transaction, paid: three states, each approved and each audited, with the amount written out in words on the printable.
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07
The goods are received
The receipt lands on a signed, append-only warehouse ledger. Stock counts freeze system quantities, and a period lock closes the month.
Approval matrix
Rules decide who signs. Not the requester.
Fourteen matrices, one per document type. Each rule says when it applies and who answers, level by level, and the system does the rest.
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Nineteen conditions per rule
Amount bands on the request value, the awarded quote or the order sum at the document's dated rate. Include and exclude lists for departments, matched up the organisation tree, and for products and categories. Organisation and portfolio targeting with exceptions.
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Sequential levels, parallel approvers
A level can hold several approvers, asked together. The next level opens only when the current one is complete, so nobody signs before the people below them.
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Approver or Gatekeeper
An Approver blocks the document until they answer. A Gatekeeper reviews it and lapses after a set number of working days, so a holiday never stops a purchase.
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Delegation stamped at send time
A delegate is written onto the document when it is sent. Whoever was asked stays on record, even if the delegation changes tomorrow.
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Rules never rewrite history
A rule applies only to documents raised after it. Everything already in flight keeps the route it was sent on.
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Reminders and escalation built in
Nightly sweepers remind the overdue and close lapsed Gatekeeper reviews. The waiting time per approver shows up in the reports.
Change control
Changes are proposed, reviewed and merged. Like code.
A live request or order is never edited in place.
Request changes
Propose an edit to a live request or one of its orders. The old-to-new diff is previewed, stored and approved by the right people, then applied and validated a second time.
Merge requests
Move the unused lines of one request onto another. Budgets are re-derived on both sides, in one transaction.
Sourcing
Quotes side by side. Vendors masked. Savings measured.
Bidding grid
Quotes, currencies, taxes and incoterms on one screen, loaded in one call. The winning column becomes the order. Export to CSV.
Tenders
The invitation e-mail carries a rotating vendor code, offers arrive by link, and nothing can be awarded before the deadline.
Sourcing strategies
Strategies with their own approval matrix, bid following, and reports on tender savings and bidding competition.
Vendors
Vendors take part without an account.
Every vendor-facing form opens from a mailed link, in the vendor's language.
Tender offer
The offer form for the tender the vendor was invited to, with a code that rotates with each invitation.
Pre-qualification questionnaire
Writes the vendor master directly: company data, certification and thirteen document slots.
Freelance registration form
For individuals: the same mailed-link flow and the same master data, without a company behind it.
Evaluation triggered by spend
When an order above the threshold is approved, an evaluation is queued unless the vendor was evaluated in the last six months. Blacklist history is kept, and the reports flag concentration by top-N share and HHI, and vendors never evaluated.
Finance and warehouse
Two module groups, switched on when you are ready.
Procurement runs alone or with the finance and warehouse groups. Each group brings its own screens, matrices and reports, and one setting turns it on.
Finance
- Monthly budget rows with additions, and a four-sheet consumption workbook
- CO lines drawn against contracts
- Invoice, payment instruction, bank transaction, paid: each with its own matrix
- Amount in words on every printable; eight currencies with daily rates
Warehouse
- Goods receipt and dispatch notes on a signed, append-only ledger
- A transfer dispatch mints the receiving note at the other warehouse
- Stock counts freeze system quantities; minimum stock alerts
- Period lock, and five matrices of its own
Reporting
Honest numbers, with their basis stated.
An executive dashboard, fifteen report tabs, eight printables and CSV everywhere. Every proxy metric names what it is a proxy for.
Cycle and waiting time
Cycle times as mean and median, and approval waiting time per stage, per approver and per department.
Money
Tender savings, plan versus actual, budget variance, repeat versus one-off buying.
Vendors and people
Delivery and quality per vendor, and workload balance across approvers.
BI layer
Three fact tables rebuilt atomically, a data-as-of stamp on every answer, service-key access for Power BI and Excel, and a caveat register.
Platform
Built to be yours.
ERP
Integration with internal ERP
Two-way sync with your internal ERP (1C, Mikro and others): seven master lists in; requests and orders out with deep links; delivered quantities back.
LDAP
Directory sign-in
People sign in with the accounts they already have in Active Directory or LDAP.
Mail
Templates as data
Every notification template is a row you can edit, per language.
Access
Roles down to the row
Roles and permissions per class and operation, with per-row rules. Every write leaves an audit entry.
Label
White-label
Every label is a database row, the product name included. Your terms, your name.
API
API-first
Every screen is an API call with OpenAPI docs. One process in Docker over PostgreSQL, self-hosted.
AI and MCP
Open to AI assistants. On your terms.
BPMS speaks the Model Context Protocol, so an assistant works the way a person does: it reads documents and reports and acts through the same API, under the same roles, on the same audit trail.
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An MCP server over the whole API
Every screen is already an API call with OpenAPI docs. The MCP server publishes those calls as tools, so any MCP client — an AI assistant or an agent of your own — connects once and reaches the whole procurement process.
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It acts as the person who asked
Roles and per-row permissions apply unchanged. An assistant reads and writes nothing its user could not, and every write lands in the audit trail under their name.
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Ask the reports in plain language
Cycle time, waiting time per approver, tender savings, budget variance: answered from the BI layer, with the data-as-of stamp and the caveat register attached to the answer.
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Drafts, never signatures
An assistant can raise a request, fill its lines and line up quotes for comparison. It cannot approve: the matrix names people, and only people sign.
Consulting
First we learn how you buy today.
Before anything is configured, we sit with the people who raise, approve and pay for purchases and write the process down as it actually runs — including the parts that live in e-mail and spreadsheets.
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Discovery with the people who do the work
Who raises a purchase, who signs it, at which amount, and where documents wait today. Interviews with buyers, approvers and finance, not a questionnaire sent round by e-mail.
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The process as it is, written down
Every document type, approval route and hand-off on one map: what your current system holds, what runs on paper, and what only two people know.
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Where the time goes
The steps that wait longest, the approvals nobody reads, and the purchases repeated every month with no contract behind them.
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What to change before you automate it
Automating a broken route only makes it faster. You get a recommendation: what to fix in the process itself, what to configure, and in which order.
Implementation and automation
Then we build it around your rules.
Everything the map turned up is configured, not coded: your approval rules become rows in the matrix, the work your people repeat becomes automatic, and the first process goes live in weeks.
01
Your rules become matrix rules
Document types, departments, amount bands and approvers are entered as rules in the matrix, level by level. Nothing is coded for your organisation, so nothing has to be rewritten when the rules change.
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The repeated work is automated
Reminders, escalation and lapse rules, e-mail templates in your languages, the vendor forms, the printables your finance team signs, and two-way sync with the ERP you already run.
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Live in weeks, then yours to run
The first process goes live while the rest are still being mapped. After that your own administrators change the rules themselves, and only documents raised after a change follow the new route.
See it on your data.
A demo on your own request types, your departments and your approval rules takes about an hour.
