How it works
From catalogue to invoice.
Every step in one place.
Intendant handles the full procurement loop — ordering, delivery, and reconciliation — so your team spends time on the work, not the admin.
- 01
Set up your suppliers and catalogue
Start by adding your suppliers and importing your catalogue items. Each item is linked to one or more suppliers, with agreed unit prices and quantity bands. If you have existing price books, they import from a spreadsheet in minutes.
You define the catalogue — Intendant keeps it consistent. Staff always see current items at current prices, regardless of which supplier holds that contract.
- 02
Staff place orders against job codes
Team members log in, browse the catalogue, and add what they need to a basket. Before submitting, they tag the order to a job or project code.
No phone calls. No emails to the wrong address. No guessing which supplier to contact. The right supplier for each item is determined by the catalogue, not by the person placing the order.
- 03
Orders route to suppliers as structured POs
When an order is placed, Intendant splits it by supplier and generates a purchase order for each. Suppliers receive a clear, structured PO — not a chain of emails.
Your buyers see every open order, filtered by supplier, job, or date. Approvals can be required before POs go out — or orders can flow straight through for trusted staff.
- 04
Deliveries confirmed with proof of delivery
When a delivery arrives, the driver or site contact uploads a proof-of-delivery photo from their phone. The delivery is timestamped and linked to the original order automatically.
No more paper delivery notes that go missing. No more disputes about whether something arrived. Every delivery has a record.
- 05
Invoices matched against purchase orders
When a supplier invoice arrives, your accounts team matches it against the relevant PO in Intendant. Line-level discrepancies are flagged immediately — before they reach the ledger.
Spend reports by supplier, by job, and by period are available at any time. No waiting for month-end to understand where the budget has gone.
Role-based access
Everyone sees what they need.
Nothing they don't.
Members
Browse the catalogue and place orders against their assigned jobs. Can view their own order history and delivery status.
Buyers / Admins
Full order visibility across all jobs. Manage suppliers, catalogue items, price books, and user access.
Accounts
Access delivery notes, invoice matching, and spend reporting. No access to order placement or catalogue management.
Ready to see it with your suppliers?
Get in touch and we'll walk you through how Intendant fits your specific procurement setup.
Get in touch