Purchase Request
Centralize purchase requests, manage supplier quotes, and enforce the purchase approval workflow with traceability and financial control.
Purchase requests made via email, messages, or informal processes make it difficult to control quotes, compromise the enforcement of internal procurement policies, and increase the risk of off-budget acquisitions.
With BlueService®, your company structures a complete purchase request workflow, featuring quote collection, supplier evaluation, financial approval by authorization levels, and full traceability of the procurement process from start to finish.
Complete control of purchase requests and financial approvals
Gain visibility into every step of the process, including collecting quotes, evaluating justifications, financial approval, and confirmation of construction purchases.
There are many benefits
Structure the purchasing process and ensure more control over corporate acquisitions
Centralize purchase requests in a single flow
Organize purchase requisitions, supplier quotes, and approvals in a standardized environment, with complete traceability of the procurement process.
Apply purchase approval with more security and control
Define responsible parties for each stage and ensure that each acquisition is aligned with the available budget and the organization's internal policies.
Ensure quote comparison and the best value for money
Structure the collection of at least three quotes per request, recording prices, delivery times, and conditions to support the best purchasing decision.
Reduce rework and accelerate the procurement cycle
Automate routing, notifications, and approvals, eliminating manual steps and reducing processing time for purchase requests.
Understand how it works
How the purchase requisition process works in practice
Submission of the request
Use the BlueService® Form to standardize the collection of purchase request information, with structured fields for item description, category, urgency, and justification for acquisition.
1. Quotes
Use BlueService® Dynamic Fields and Forms to record quotes from each supplier in a standardized way, centralizing all purchasing information in a single, traceable environment.
1.1 Assessment of the justification
Utilize BlueService®'s Automatic Triggers to automatically direct the request to the justification evaluation stage when the minimum number of quotes is not met, ensuring compliance with the company's purchasing policy.
2. Financial approval
Use BlueService® Automatic Triggers to automatically forward requests for approval or rejection based on the registered decision, and Automatic Notifications via Email and WhatsApp to keep everyone involved informed at every stage.
3. Completion of purchase
Use the BlueService® Document Generator to automatically formalize purchase orders from the data recorded in the process, with standardized templates customized by type of acquisition or supplier.
4. Compra realizada
Utilize as Estatísticas da BlueService® para acompanhar volume de compras realizadas, tempo médio do ciclo de aquisição, taxa de aprovação por etapa e indicadores de controle financeiro do processo de procurement.
5. Compra não aprovada
Utilize as Notificações Automáticas da BlueService® via E-mail e WhatsApp para comunicar automaticamente o solicitante sobre a recusa, com o registro do motivo e as orientações para revisão da solicitação de compras.
Process Completion
Use the BlueService® Hour Log to ensure traceability, auditing, and compliance.
Have complete control over Purchase Requisitions from start to finish
With BlueService®, the Finance department stops operating on the fly and gains a structured, automated, and traceable process.
Centralize purchase requests and supplier quotes
Compare quotes and ensure the best cost-benefit ratio for your purchases
Enforce purchase approvals with a structured and traceable workflow
Formalize purchase orders with standardized documents
Automate referrals and shorten the acquisition cycle
Monitor procurement and financial control indicators in real time
Blue AI
Use Blue AI as a business AI solution integrated into BlueService® to analyze purchase requisitions, evaluate supplier quotes, and optimize procurement decisions based on cost-benefit and compliance with internal policies.
Quotes
Analyze the quotes registered in the purchase request, compare prices, deadlines, and supplier conditions, and automatically indicate the most cost-effective option for financial approval.
Values
Cotação 01: R$ 1200,00
Cotação 02: R$ 1450,00
Cotação 01: R$ 1200,00
Prazos
Cotação 01: 15 DU
Cotação 02: 16 DU
Cotação 03: 18 DU
Formas de Pagamento
Cotação 01: até 10x
Cotação 02: até 10x
Cotação 03: até 6x
Blue AI automatically analyzes the quotes registered in the purchasing process, compares prices, deadlines, and conditions, identifies the most cost-effective option, and verifies compliance with internal procurement policies.
Automate other Finance and Procurement processes
BlueService® has several pre-configured processes and functionalities that accelerate the implementation of your operation.
Expense Reimbursement
Structured process for recording, validating, and managing reimbursement requests made by employees. It allows the submission of supporting documents such as invoices, receipts, or photos of expenses, as well as full tracking of the approval flow until the payment is released. It ensures greater transparency, compliance with company policies, and better financial control over reimbursed amounts.
Purchase Request
Structured process to register and manage requests for the purchase of materials, equipment, or services needed for the company's operations. It allows employees to describe the need, attach quotes or documents, and track all stages of the flow, from approval to forwarding for acquisition. It provides more organization, budget control, and standardization in the purchasing process.
Financial Service
Structured process to centralize and manage requests, questions, and demands related to the financial department. It allows employees to register requests such as clarifications about payments, reimbursements, invoices, or billing, monitoring all service until resolution. It guarantees more agility in responses, organization of demands, and greater traceability of interactions with the financial department.
Corporate Expense Audit
Structured process to consolidate and audit the company's internal expenses monthly, ensuring greater control and transparency over the resources used. It allows for centralizing records, attaching receipts, and organizing information for analysis by the finance department or audit, facilitating the identification of inconsistencies, deviations, and compliance with the organization's internal policies.
Questions about Purchase Requests
What is a purchase requisition?
It is the structured process by which employees or departments register the need to acquire an item or service, initiating the flow of quotes, financial approval, and the formalization of the purchase with the supplier.
What is procurement and how to structure it?
Procurement is the set of processes for acquiring goods and services for an organization. With BlueService®, it is possible to structure a complete procurement workflow, including quote collection, tiered approvals, and the traceability of each acquisition.
How does the purchase approval process work?
The request goes through structured approval stages, starting with gathering quotes and evaluating cost-benefit, followed by financial approval verifying alignment with the budget and internal policies, up to the formalization of the purchase with the supplier.
Why collect at least three quotes?
Collecting a minimum of three quotes ensures a comparison of prices, deadlines, and conditions, guaranteeing that the acquisition is made with the best cost-benefit ratio and in compliance with the company's internal procurement policies.
How do I register a justification when there are not three quotes available?
With BlueService®, the responsible party can record and document the justification in a standardized manner, with a careful analysis of reasons such as product exclusivity or supplier unavailability, ensuring traceability for auditing.
Como acompanhar o status de uma solicitação de compras?
A plataforma centraliza todas as solicitações em um único fluxo, com visibilidade de etapa, responsável, cotações registradas e situação de cada processo de aquisição em andamento.
Como integrar o processo de compras ao controle financeiro da empresa?
Com BlueService®, o fluxo de solicitação de compras conecta diretamente ao controle financeiro, com aprovação por alçadas, registro de cotações e geração de pedidos formalizados para os fornecedores.
How to use AI in the purchase requisition process?
Blue AI can analyze registered quotes, compare supplier prices and conditions, identify the most cost-effective option, and verify compliance with internal procurement policies, assisting in faster and more secure decision-making.
Discover more Solutions
BlueService® is a complete BPM platform that integrates all sectors of the company in one place, offering pre-configured processes for HR, Legal, Financial, Operations, Sales, Logistics, and much more, with automation, standardization, and total control of the process journey.