Stay in control of purchasing without adding friction
When requests arrive from every direction, approvals slow down and budgets become blurry. kiraah brings the purchasing cycle back into a clear, traceable and usable flow.
When follow-up still depends too much on people
The challenge is not only to place orders faster. It is mostly about avoiding lost requests, unclear approvals and overspend discovered too late.
Requests that get lost or buried
Emails, tickets and spreadsheets do not hold the load
Without one shared reference point, a purchase request can stall, be handled twice or disappear until operations are blocked.
What this causes
- No clear status view: draft, awaiting approval, ordered or delivered.
- Manual reminders with no trace of who approved what.
- Risk of duplicates or off-process purchases when urgency takes over.
With kiraah
- Centralised workflow: create, approve and turn requests into orders.
- History and attachments linked to every step.
- Targeted notifications based on role and amount.
Processing times that are too long
Approvals follow each other without clear rules
When approval thresholds and approvers are not formalised, files stall or bounce around endlessly.
What this causes
- Implicit approval paths: 'we'll check with management' on a case-by-case basis.
- No automatic escalation before a critical deadline.
- Little visibility on average lead times by purchase type or department.
With kiraah
- Routing rules based on amount, category, entity or project.
- Visible approval queues and reminders for requesters.
- Performance indicators on processing times.
Weak traceability and budget control
The budget sits somewhere other than the purchasing flow
Without a direct link between requests, commitments and budgets, oversight happens afterwards - or too late.
What this causes
- Commitments are hard to consolidate by project, department or cost code.
- Manual exports for management control or audits.
- Suppliers and terms vary too much from one purchase to the next.
With kiraah
- Requests linked to budgets or budget lines.
- Orders and receipts tracked to keep consumption up to date.
- Supplier records and term history to negotiate from a stronger factual base.
What you can manage in the application
The application covers the full purchasing flow: need expression, approval, ordering, receipt, quotes and budget visibility depending on your setup.
Purchase requests
Formalise the need before it becomes an emergency
Structured forms to describe the purchase, estimate the amount and attach supporting documents.
What you activate in concrete terms
- Purchase categories and adapted fields (equipment, services, renewals, etc.).
- Attachments and comments for the approval flow.
- Numbering and search so a request can be found in seconds.
- Automatic matching with framework contracts and approved suppliers so requesters are guided to the right conditions from the start.
Approval workflow
Business rules, not implicit decisions
Define who approves what based on amount, nature or the entity concerned.
What you activate in concrete terms
- Multi-level approval paths with queues and backups.
- Approval history with timestamps.
- Escalation or comments to block or unblock a file.
- Integrated electronic signature to formalise each approval and make it auditable.
Orders and receipts
From approval in principle to actual delivery
Turn an approved request into an order and track it through to receipt.
What you activate in concrete terms
- Request -> order link with supplier references.
- Tracking for partial or full deliveries.
- Documented quantity or quality discrepancies.
- Automatic matching between purchase order, delivery note and invoice to improve payment accuracy and speed up accounting close.
Delivery tracking
Statuses and alerts to avoid operational blockers
Visibility on what is expected, delayed or ready to receive.
What you activate in concrete terms
- Calendar or list view of upcoming deliveries.
- Notifications in the event of delay or incident.
- Receipt approval to close the flow.
- Full receipt history for each delivery (date, quantity, notes, photos) to support supplier disputes or audits.
Budget control
Frame spending before it is committed
Attach requests to budget envelopes and track consumption.
What you activate in concrete terms
- Budgets by entity, project or cost line.
- Overrun and trend alerts.
- Consolidated view for leadership.
- Landing forecasts and period-end scenarios to anticipate overruns and decide before final deadlines.
Dashboards
Measure purchasing as a process, not a black box
Indicators on volumes, lead times, suppliers and categories.
What you activate in concrete terms
- Average approval and delivery times.
- Purchase distribution by category or department.
- Trends to adjust the process or thresholds.
- Custom views by role (buyer, controller, management) so each person focuses on the indicators that matter.
Which roles is it for?
It is designed for purchasing teams, approving managers and finance roles that need a clear view of commitments.
Purchasing manager
Steer supplier coverage and process compliance
You need to guarantee compliance, lead times and negotiated terms across the whole flow.
What this role gains
- Visibility on ongoing requests and volumes by supplier.
- Supplier reference data that supports renegotiation.
Buyer
Move from expressed need to purchase order without friction
You turn approved requests into orders and manage operational follow-up.
What this role gains
- Tools to complete files and follow deliveries.
- Less re-entry between systems.
Supply coordinator
Anticipate needs and secure stock levels
You connect field needs to procurement and suppliers.
What this role gains
- Visibility on recurring requests and lead times.
- Coordination with receipts and stock.
Management controller
Consolidate commitments and spend
You need reliable numbers by axis and by period.
What this role gains
- Exports and matching with accounting.
- Tracking for project or cost-centre budgets.
Clear pricing
Purchase requests & purchasing
Application Purchase requests & purchasing : 19 EUR excl. VAT / licence / month. One flat price per application based on the kiraah pricing grid (Our applications).
per licence
Frequently asked questions
Let's talk about your concrete constraints and needs
Requests, approvals, orders, deliveries, budget: let's see how Kiraah can fit usefully into the way you work.