Procure to pay, without approvals getting lost on the way

Tracks every purchase from the request through to the supplier being paid

Nobody pays the same invoice twice any more

The problem is not that you have no purchasing process. It is that it lives in three people's heads and one spreadsheet.

What you get

Stop duplicate payments

Every invoice is tied to an order. The second time the same invoice appears, the system refuses it.

Approvals that do not stall

Requests reach the right person with automatic reminders. Nothing sits in an inbox for a week.

See spend before it happens

Commitments are visible from the moment they are approved, not at month end when the statement lands.

One place to look

Request, approval, order, receipt and invoice sit together, tied to the same number.

How it works

The flow, step by step

  1. 1. The request

    Whoever needs something fills in a short form — on their phone, in WhatsApp, or on the web. They learn no new system.

    • n8n
    • WhatsApp Business API

  2. 2. Approval

    Your rules decide who approves: value threshold, department, supplier. The approver gets a notification with context, not a bare link.

    • Slack
    • PostgreSQL

  3. 3. The order

    Once approved, the purchase order goes to the supplier with consistent numbering and an audit trail.

    • e-Factura

  4. 4. Receipt

    What arrived is confirmed against what was ordered. Differences are flagged then, not two months later.

    • n8n

  5. 5. Matching and payment

    The invoice is matched automatically against order and receipt. What matches goes for payment; what does not goes to a person.

    • PostgreSQL
    • e-Factura

Results

A 70-employee catering group with two event venues

Orders taken by hand over WhatsApp were replaced by a flow with an audit trail.

Automation workflows
125 63
WhatsApp errors per hour
15–30 0
Security findings
584 383
Weeks to production
— 6

Works with what you already run

  • n8n
  • e-Factura
  • PostgreSQL

Related solutions

Frequently asked questions

Do we have to drop our accounting software?
No. The flow stops where your accounting begins. We write into what you already use — directly if it has an API, through the interface if not.
How do we decide the approval thresholds?
You set them, in the first week. We usually start from what you already do informally and simply write it down. They can change at any time, with no new code.
What about urgent purchases?
There is a fast path with approval after the fact. The difference is that it stays recorded — today, urgent purchases are the ones that vanish from the record entirely.
Does it work if our suppliers change nothing?
Yes. Suppliers carry on sending what they send now, by email or WhatsApp. All the matching work happens on your side.
How long does it take to set up?
Three to six weeks, depending on how many approval thresholds you have and whether the team that receives goods is the team that orders them.
What if someone bypasses the process?
An invoice with no order behind it will not match and goes to a person. We do not block the payment — we make it visible, which is usually enough.

Want to see where your approvals get lost?

Claim a free audit