Catalogue → Order → Delivery → Match
The procurement loop, in five steps. Set up takes a week. The daily workflow takes minutes.
Set up suppliers and the catalogue
We import your existing price lists and supplier records. Each item gets a primary supplier plus optional alternates, with the agreed unit prices and quantity bands attached.
- CSV / Excel price-book import
- Per-item supplier mapping with alternates
- Quantity bands, units, and pack sizes
- Contract expiry dates with renewal alerts
Chemicals
16 itemsStaff place orders against job codes
Team members log in, browse the catalogue, and add items to the basket. Before submission, every order is tagged to a job code — captured once and stamped on every line.
- Catalogue search by name, code, supplier, or recent
- Job code captured on submit, not after the fact
- Quantity steppers with gloved-hand tap targets
- 'In basket' badges prevent duplicate adds
Orders route to suppliers as structured POs
When the order goes out, Intendant splits it by supplier and generates a clean purchase order for each. Suppliers see exactly what's ordered, where it's going, when it's needed.
- One PO per supplier, auto-numbered
- Delivery address pulled from the job
- Required-by date captured at order time
- Buyers see all open POs in one view
Deliveries arrive — dockets captured on arrival
The driver or site contact uploads a delivery docket photo from their phone. The system reads quantities off the docket and links them to the originating order.
- Photo upload from any phone
- Auto-link to the original order by reference
- Part deliveries tracked at the line level
- Overdue deliveries flagged in red
Invoices match against POs
When the supplier invoice lands, accounts pulls it into Intendant. Lines are matched against PO and docket. Discrepancies surface immediately — quantity mismatches, price drift, ghost items.
- Three-way line match: PO ↔ docket ↔ invoice
- Price drift checked against agreed price book
- Flagged invoices held for review, not paid
- Approved matches push to your accounts tool
Everyone sees what they need. Nothing they don't.
Site managers
Place orders against assigned jobs. Track open deliveries.
- Catalogue search
- Order basket
- Own order history
- PoD uploads
Buyers
Full order visibility. Manage suppliers, catalogue, and price books.
- All open POs
- Catalogue manager
- Supplier price books
- User access
Accounts
Match invoices, reconcile deliveries, produce spend reports.
- Invoice match
- Delivery dockets
- Spend reports
- CSV export
Admins
Org-wide settings, integrations, audit logs, retention policies.
- User & role admin
- Accounting integration
- Audit log
- Data retention
Want to see your workflow in it?
Send us your current process — phone, email, spreadsheet — and we'll show you the same thing in Intendant.