# Procurement system: purchase requests and approvals | Wosool

> From purchase requisition to receipt in one workflow: quotations, approval by the right person, the purchase order and receipt, with a full audit trail.

URL: https://wosool.ai/use-cases/procurement/

Procurement system: purchase requests and approvals | Wosool - - - - - - - - - - - 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
asks The requesting department prepares Procurement decides Cost control receives The warehouse 1/4 Spare-part request - 1 1. Spare-part request 30 minutes ago
- 2 2. Quotations
- 3 3. Approve the purchase request
- 4 4. Receiving
- 1 1. Spare-part request 30 minutes ago
- 2 2. Quotations
- 3 3. Approve the purchase request
- 4 4. Receiving
Spare-part request
Parts
Ball bearing 6205 × 4, mechanical seal × 1
Location
Main warehouse
Required Technical report (optional)
Done 2/4 Quotations - 1. Spare-part request Done 10 hours ago
- 2 2. Quotations 30 minutes ago
- 3 3. Approve the purchase request
- 4 4. Receiving
- 2 2. Quotations 30 minutes ago
- 1 Done
- 3 3. Approve the purchase request
- 4 4. Receiving
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
Done 3/4 Approve the purchase request - 1. Spare-part request Done 20 hours ago
- 2. Quotations Done 10 hours ago
- 3 3. Approve the purchase request 30 minutes ago
- 4 4. Receiving
- 3 3. Approve the purchase request 30 minutes ago
- 2 Done
- 4 4. Receiving
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
Approve Send back 4/4 Receiving - 1. Spare-part request Done a day ago
- 2. Quotations Done 20 hours ago
- 3. Approve the purchase request Done 10 hours ago
- 4 4. Receiving 30 minutes ago
- 4 4. Receiving 30 minutes ago
- 3 Done
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
Done 4/4 Complete - 1. Spare-part request Done a day ago
- 2. Quotations Done 20 hours ago
- 3. Approve the purchase request Done 10 hours ago
- 4. Receiving Complete
- 4. Receiving Complete
- 3 Done
The card and the stepper as Wosool draws them, with example data.
- 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.
- 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.
- 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.
- 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
- A purchase request opened the process.
- The price request was a card. It went out when it was signed.
- Each supplier received the request by email, with a private link, and entered a price.
- Wosool gathered the prices and named the cheapest offer.
- 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
When Who What
Sun 09:10 Requesting department Asked for 2 bearings and 1 seal
Mon 11:40 Procurement Added two quotations and chose a supplier
Mon 13:05 Requesting department Raised the purchase request
Mon 15:20 Cost control Approved
Tue 10:00 Procurement Issued the purchase order
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