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Purchase requests and approvals

Every purchase starts as a request, and every request leaves a record.

Replace approval emails and chat messages with one queue. Requests route to the right person by amount, category and department, and nothing becomes an order without an approval you can point to.

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Intake

One place to ask for anything the company buys.

Employees pick a category, fill a form built for it, and see the budget left in their cost centre before they submit.

  • Catalogue items with contract rates pre-filled
  • Free-text requests for one-off purchases
  • Cost centre and project captured on every line
PR-1184 · Plant 2 maintenanceAwaiting approval
Requested byStores, Plant 2
CategoryFasteners and consumables
Lines3 items
Estimated value₹6,289.40
Budget left this quarter₹41,200.00
Needed byFriday

Routing

The right approver, chosen by rule, not by memory.

Write thresholds once. Ipcosys picks the approvers for each request and records the rule it used.

  • Sequential and parallel approval steps
  • Finance added automatically above a limit
  • Send back with comments instead of rejecting
Approval chainRule v3
Up to ₹50,000Department head
₹50,001 to ₹5,00,000+ Finance controller
Above ₹5,00,000+ CFO
Capital equipment, any value+ Plant head
Over budget+ Budget owner

Capabilities

Built for how mid-size companies actually buy.

Forms by category

Raw material asks for grade and specification. Services ask for scope and duration. Capex asks for justification and quotes. Each category gets its own form.

Approval chains

Chains built from amount, category, department and cost centre. Add sequential or parallel steps, and require finance on anything above a limit.

Budget checks

Requesters see what is left in the cost centre before they submit. Over-budget requests can be blocked or routed to an extra approver.

Delegation

Approvers set a delegate and dates before they travel. Requests route to the delegate, and the record shows who approved on whose behalf.

Quotes and attachments

Attach quotes, drawings and specifications. Set a minimum number of quotes above a value, and record why the chosen vendor won.

Reminders and escalation

Requests waiting too long send reminders, then escalate to the next level. Nobody chases approvals over WhatsApp.

Questions

Requests and approvals

Can approvers act from their phone?
Yes. Approvers get an email with the request summary and can open it on any device to approve, reject or send back with a comment.
What happens when an approval rule changes mid-year?
Rules are versioned. Requests already in progress finish under the rule they started with, and the record shows which version applied.
Can a request become a purchase order automatically?
Yes. Once approved, a buyer converts it to a PO with one action, choosing the vendor and carrying contract rates onto the lines. Requests for catalogue items can convert automatically.
Can the same person request and approve?
No. Ipcosys prevents a requester from approving their own request, even if they hold an approver role for that amount.

Put your next hundred invoices through a three-way match.

Set up a workspace with your own approval rules and tolerances, or walk through your current process with us first.

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