PROCUREMENT APPROVAL SOFTWARE
Procurement approval software that keeps authority attached to the purchase.
Procurement approval software captures an internal purchase request, applies the organisation's value and policy rules, and records the accountable decision before a supplier commitment is made.
THE OPERATING PROBLEM
Keep context with the decision.
Email approvals and chat messages separate the decision from the requirement. Finance sees an invoice later, but the value band, budget context, exception and person who approved it are difficult to reconstruct.
WHO IT IS FOR
- Growing businesses replacing email and WhatsApp approvals
- Finance and operations teams managing delegated authority
- Multi-location groups that need local requests with central policy
CONNECTED WORKFLOW
From the request to evidence a reviewer can follow.
Request
Capture need, location, department, value, purpose and evidence.
Route
Use configured value, category and policy rules to identify the responsible approver.
Decide
Approve, reject or record a controlled exception with an attributable reason.
Continue
Carry the authorised request into RFQ, comparison, award and order without re-keying the decision.
REALISTIC EXAMPLE
One purchase, end to end.
A diagnostics branch requests a replacement centrifuge. The request carries the location, technical requirement, estimated value and budget context. The configured approval path sends it to the correct authority; procurement can source only after the decision is recorded.
What RAQOZ does not replace
RAQOZ does not replace board-delegated authority, management judgement, an ERP general ledger or professional control review.
Start with one bounded scope
- Publish a short approval matrix with currency and tax treatment.
- Start with routine operating purchases before adding special categories.
- Test emergency, sole-source and non-L1 routes using one synthetic and one live purchase.
Move from Excel, email and WhatsApp
- Choose one department, location or recurring purchase type; do not migrate every historic spreadsheet on day one.
- Import the supplier and item records that are still active, then assign an owner to duplicates and missing fields.
- Keep old email, WhatsApp and spreadsheet files as source evidence while new purchases begin in the controlled workflow.
- Define who requests, approves, sources, receives and reviews invoices before switching the first live purchase.
Security and evidence boundaries
- Organisation data and procurement records remain tenant-scoped; public-site analytics never receives supplier names, prices, documents or purchase records.
- Material workflow actions retain actor and timestamp evidence, while corrections create new evidence instead of silently rewriting history.
- RAQOZ records procurement decisions and payment states. It does not move money, replace the accounting ledger, certify compliance or issue audit, tax or legal conclusions.
USEFUL NEXT STEPS
Use the workflow before buying it.
BUYER QUESTIONS
Questions worth answering before rollout.
Can RAQOZ support amount-based approvals?
Yes. The released workflow supports value-based approval context and organisation-defined approval controls; page-level labels distinguish released capability from controlled-pilot policy features.
Can a requester approve their own purchase?
The governed journey keeps requester and approver responsibilities distinct. Organisations should configure authority and maker-checker rules appropriate to their policy.
What happens in an emergency?
An emergency route should record why normal competition or timing was not practical, who authorised the exception and what review remains due.
Does approval mean the invoice can be paid?
No. Approval authorises the procurement step. Order, receipt, invoice and any exception evidence still need their own controls.
ONE PRIMARY ACTION
Prove the workflow with one real purchase.
Start with one department or location. Preserve the old evidence, define the owners and learn before widening the rollout.
Start with one approval flow