Is managing flows of Purchase Requests and Requests for Quotation to suppliers complex and time-consuming?

Automate and centralise the management of
Purchase Requests and Requests for Quotation

Reduce processing time by 90% through automated management of Purchase Requests and Requests for Quotation

The process of managing purchase requests is complex and takes a great deal of time from the Procurement Office: various players have to be involved (colleagues from other departments, Department managers, suppliers…) and procedures are often not standardised.

Collecting procurement needs, selecting suppliers to be involved, subsequently negotiating and choosing the best offer are central tasks of the Procurement Office, but are extremely time consuming if managed in a non-structured, manual way.

The process of managing purchase requests is complex and takes a great deal of time from the Procurement Office: various players have to be involved (colleagues from other departments, Department managers, suppliers…) and procedures are often not standardised.

Collecting procurement needs, selecting suppliers to be involved, subsequently negotiating and choosing the best offer are central tasks of the Procurement Office, but are extremely time consuming if managed in a non-structured, manual way.

From manual management of purchase requests…

01
Collection of purchase requests

The Procurement Office collects all the company purchasing needs, communicated by telephone, e-mail or in person. The requests go through an approval phase (via e-mail or in person) to then move to the selection of the suppliers to be contacted.

02
Purchase Requests to suppliers

The Procurement Office sends a purchase request to each supplier selected, by e-mail or telephone, specifying all the information necessary for the supply.

03
Manual comparison of quotations

The quotations received are manually compared and negotiation with suppliers is carried out through a continuous exchange of e-mails or telephone calls, with the risk of losing valuable information.

04
Manual uploading of the winning quotation

Once the winning quotation is selected, the outcome is communicated to the various suppliers, the purchase order is created in the ERP, manually entering all the information necessary, and the order is sent to the winning supplier in PDF format.

…to the automated management of Purchase Requests and Requests for Quotation

01

Centralised entry of Purchase Requests and automatic sending of Requests for Quotation to suppliers

Each user can autonomously enter a Purchase Request through a wizard that guides the procedure, with automatic approval flows, if any. The Procurement Office receives a notification with the request, and with a simple action can send a pre-filled in e-mail with the Request for Quotation to all the selected suppliers.

02

Access to the supplier web portal for data entry

The supplier receives an e-mail with a link they can use to access the dedicated web portal, enter all the data and attach the quotation, in a fully autonomous manner. Using the suppliers portal, you can manage all the exchanges of information for negotiations.

03

Selection of the winning quotation and automatic sending of the Purchase Order

Using a smart dashboard, the Procurement Office selects the winning quotation. The solution automatically sends an e-mail to all suppliers involved, notifying them of the results of the negotiations. Then it communicates with the ERP to create the purchase order, acquires the PDF and sends it to the winning supplier.

With automated management of Purchase Requests and Requests for Quotation, you obtain:
0
of processing time of the Purchase Request
0
of time needed to manage quotations from suppliers

The digital flow … in detail

With the COLLHUBORATE suite, the management of Purchase Requests and Requests for Quotation can be completely digitised. Find out how!

People in the various company departments can enter a purchase request through a standardised wizard that guides the procedure, in which they specify, for example, the type of purchase, quantities, delivery date requested and site of delivery.

After the request is sent, an approval workflow is sent, if necessary, to the user’s supervisory, who receives a notification and can decide whether to approve the purchase, with the option to enter notes in the event of rejection. The Procurement Office receives a notification once the request has been approved.

Based on the procurement needs collected, the buyers automatically generate the requests for quotation to be sent to the selected suppliers. Selecting suppliers is made easier by the full integration between your ERP and the solution which, based on the item to be purchased, proposes the most suitable suppliers or those from whom recent purchases were made.

The solution sends the Request for Quotation to the suppliers through an automatically completed mass e-mail containing all the details regarding the quotation requested.

The e-mail contains a link the supplier can use to autonomously access the dedicated web portal and enter prices, quantities, expected delivery dates, quotes or other necessary documentation.

The quotations entered by suppliers are automatically acquired by the platform: personalisable dashboards that are automatically updated highlight the quotations with the best conditions based on criteria established upstream, such as, for example, the purchase price or delivery date below a specific value or preferred suppliers.

Using the dashboard, the Procurement Office can simply and intuitively compare the quotations and select the winning one. The solution automatically prepares a completed e-mail to be sent to notify the supplier that they won the negotiations. At the same time, it sends a standard e-mail also to all the other suppliers, notifying them that it was decided not to proceed with the purchase.

The system communicates with the ERP to generate the purchase order, automatically acquires the PO in PDF and sends it to the winning supplier through an automatic e-mail.


Discover the advantages of automated management of Purchase Requests and Requests for Quotation

  • Using a dedicated web portal, the supplier can autonomously handle uploading and sending documents, facilitating the exchange of information and eliminating all time-consuming activities with low added value. Using the COLLHUBORATE Solutions you can automate sending and receiving quotations, saving up to 90% of the time needed.

  • You can see all the purchase request from the various company departments in a single area. Due to the process of centralised entry, you can standardise procedures and establish any approval levels upstream, increasing the efficiency and transparency of processes. You will also have full control over outstanding Purchase Requests and Requests for Quotation, their progress and the people involved in the process.

  • You will be able to use personalised dashboards to quickly and objectively assess the best quotation among those received. Using specific flags or graphic elements, you can highlight quotations that meet specific criteria, such as, for example, those with the closest delivery date, those with prices under a certain level, or those from preferred suppliers.

  • No changes to the applications already used at the company: due to the numerous possible integration methods, the process of entering the Purchase Request and sending the Request for Quotation to the selected suppliers uses the contact details already present in the company ERP and communicates with the ERP to acquire and send up-to-date information.

  • Gain a dual benefit, improving the quality of relations with suppliers. Your company will save time in the phases of receipt, uploading and assessing quotations. The supplier will receive the results of the negotiations quickly, due to the automatic acquisition of the quotes, the dashboards that facilitate selecting the best quotation and the automatic sending of e-mails.

One Suite, four platforms, unlimited solutions

Discover the platforms we used to build the solution dedicated to the centralised digital management of Purchase Requests and Requests for Quotation

One Suite, four platforms, unlimited solutions

Discover the platforms we used to build the solution dedicated to the centralised digital management of Purchase Requests and Requests for Quotation

Want to manage Purchase Requests and Requests for Quotation digitally and in a centralised manner?
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