Use case: procurement

Spare-part and purchase requests, from request to receipt.

One real process, step by step: who does each step, what they see, and what is recorded.

Before Wosool

  • Requests arrive by email, and nobody knows which is the latest.
  • Quotations sit in attachments, and the last price is hard to find.
  • Approvals happen in chat, and are lost.
  • "Where is my request?" has no single answer.

One request, in four steps

Scroll, or press the button on each card. These are real Wosool cards, with example data, and each one waits for its owner.

Demonstrated: built and tested. Example data

1/4Spare-part request
  1. 1. Spare-part request30 minutes ago
  2. 2. Quotations
  3. 3. Approve the purchase request
  4. 4. Receiving
  1. 1. Spare-part request30 minutes ago
  2. 2. Quotations
  3. 3. Approve the purchase request
  4. 4. Receiving
Khalid, Maintenance5 minutes ago
SPAREP-2026-00042Requesting department

Spare-part request

Parts
Ball bearing 6205 × 4, mechanical seal × 1
Location
Main warehouse
Required

Technical report (optional)

2/4Quotations
  1. 1. Spare-part requestDone10 hours ago
  2. 2. Quotations30 minutes ago
  3. 3. Approve the purchase request
  4. 4. Receiving
  1. 2. Quotations30 minutes ago
  2. 1 Done
  3. 3. Approve the purchase request
  4. 4. Receiving
Wosool30 minutes ago
SPAREP-2026-00042Procurement

Quotations: ball bearing 6205

Chosen supplier
Trial supplier A
Quoted value
SAR 4,830.00
Delivery time (days)
7

Due: 07/11/2026

Required

Quotation: trial supplier A

Quotation: trial supplier B

Specification sheet

3/4Approve the purchase request
  1. 1. Spare-part requestDone20 hours ago
  2. 2. QuotationsDone10 hours ago
  3. 3. Approve the purchase request30 minutes ago
  4. 4. Receiving
  1. 3. Approve the purchase request30 minutes ago
  2. 2 Done
  3. 4. Receiving
Wosool30 minutes ago
SPAREP-2026-00042Cost control

Approve the purchase request: ball bearing 6205

Parts
Ball bearing 6205 × 4
Chosen supplier
Trial supplier A
Quoted value
SAR 4,830.00
Purchase request no.
PR-1187

Due: 05/11/2026

4/4Receiving
  1. 1. Spare-part requestDonea day ago
  2. 2. QuotationsDone20 hours ago
  3. 3. Approve the purchase requestDone10 hours ago
  4. 4. Receiving30 minutes ago
  1. 4. Receiving30 minutes ago
  2. 3 Done
Wosool30 minutes ago
SPAREP-2026-00042Warehouse

Receiving: ball bearing 6205

Parts
Ball bearing 6205 × 4
Purchase order no.
PO-3302
Supplier delivery date
2026-11-10

Due: 10/11/2026

Required

Delivery note

4/4Complete
  1. 1. Spare-part requestDonea day ago
  2. 2. QuotationsDone20 hours ago
  3. 3. Approve the purchase requestDone10 hours ago
  4. 4. ReceivingComplete
  1. 4. ReceivingComplete
  2. 3 Done
The card and the stepper as Wosool draws them, with example data.
  1. The requesting department

    A department asks for parts

    Someone in maintenance asks for 4 ball bearings and a mechanical seal: the parts, the quantities, and a technical report if there is one. The request gets its own reference, and anyone can see where it is.

    Press the card's button to move to the next step.

  2. Procurement

    Quotations, each tied to its supplier

    Procurement collects the quotations, each attached to the supplier who sent it, with the datasheet, and chooses the supplier. The green edge means there is time: it is due in 3 days. Anything missing is listed on the card.

  3. Cost control

    Cost control decides

    Cost control sees exactly what it is deciding: the parts, the supplier, the value and the request number. It approves, or returns the request for budget, at most twice before the project manager decides. Nothing moves until it decides.

  4. The warehouse

    Receipt, and the record

    After the order, the supplier's confirmation and the payment, the warehouse receives the parts on the supplier's delivery date, with the delivery note. The request closes, and the record keeps who did each step, and when.

    Closed. Four steps, each with its owner, and every signature on record.

Simplified to four stages from the 12-step spare-part cycle.

Proven in production

Purchasing in Wosool ran on a real company between 8 and 10 September 2026, from the request to the price received:

Proven in production, 8 to 10 September 2026

  1. A purchase request opened the process.
  2. The price request was a card. It went out when it was signed.
  3. Each supplier received the request by email, with a private link, and entered a price.
  4. Wosool gathered the prices and named the cheapest offer.
  5. When the chosen supplier was missing from the main system, Wosool stopped and said what to add.

What the manager sees

  • Where every request is.
  • Who has it now.
  • What is waiting for an approval.

Demonstrated: built and tested

What is recorded

Example: one request, with example data

WhenWhoWhat
Sun 09:10Requesting departmentAsked for 2 bearings and 1 seal
Mon 11:40ProcurementAdded two quotations and chose a supplier
Mon 13:05Requesting departmentRaised the purchase request
Mon 15:20Cost controlApproved
Tue 10:00ProcurementIssued the purchase order
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