See which department the money is leaving, for what and from whom, before it is paid, and nothing waits because you are out of the office.
Back to AI Workflow
Purchasing teams · 05 / 14
Purchase request and approval workflow
Requests raised from a phone, approved in LINE the same day, with an audit trail on every one and nothing stuck because the manager is travelling.
Purchasing teams “Buying one item means a LINE message to the manager, waiting for a signature, then forwarding to accounting. When the manager travels, it sits for a week.”
The problem
In most companies a purchase request still travels by hand. Staff type it in LINE or fill in a paper form, the department head signs, it goes to a manager, then to purchasing and accounting. A small request and a six-figure one take the same route, and every stop waits for someone to be free. When the approver is travelling or in meetings all day, it sits.
What gets lost along the way is information. Nobody knows how much a department has spent this month until accounting adds it up. The same item gets bought from different vendors at different prices. And when an auditor asks who approved a line, someone goes digging through old chats.
How we solve it
We move purchase requests into one form that works from a phone. Staff type what they need, how many, what for, and attach the quotation. The agent takes it from there: does the department have budget left, is this price above what was paid before, is this vendor already on the register.
The agent condenses all of that into a short message to the right approver for the amount, in LINE. The approver reads it in seconds and approves, rejects with a reason, or asks a question in the same chat. If it goes quiet past the time you set, the agent reminds, then hands off to the backup approver under the rules you define. Once approved, the agent opens the PO in the system and tells everyone involved.
Approval stays with a person every time. The agent does not approve on anyone’s behalf, however small the line. What it does is bring the information together, chase, and record who pressed what and when, so an auditor can open the trail at once.
How it runs
Work comes in from
- Request form on a phone
- Vendor quotations
- The department’s remaining budget
- The vendor register
What the AI does
- Check against budget and past prices
- Write the short summary
- Pick the approver by amount
- Open the PO once approved
Where it lands
- The approver in LINE
- The PO in the system
- Accounting and the requester told
- Monthly spend report
Before and after
Before
After
A request sits for a week while the manager travels
The approver taps approve in LINE from anywhere, the same day
Nobody knows a department’s spend until accounting adds it up
Remaining budget shown with every request
An auditor asks who approved it and someone digs through chats
Every request carries a record of who pressed what and when
What you get
- 01
A purchase request form in LINE or on the web that staff fill in from a phone, with a photo of the quotation attached
- 02
An agent checks the request against the department’s remaining budget, past prices for that kind of item and the vendor register, then writes a three-line summary for the approver
- 03
The approver picked by amount and reporting line, reached in LINE to approve or reject on the spot, with a reminder or a hand-off to the backup approver if it goes quiet
- 04
Once approved, the PO opened in the system, sent to the vendor, and accounting told to expect the invoice
- 05
A monthly report of spend by department, which requests waited longest, and what is bought repeatedly from whom
Who gets what
Connected to the ERP or accounting software through its official API. The form and the approvals live in LINE, which staff already have, so nothing to install, and every line has an audit log.
Staff stop walking signatures around, managers stop opening paper forms, and purchasing gets requests with the details complete the first time.
Who this fits
Companies with many departments or branchesFactories & manufacturersHospitals & clinicsHotels & restaurantsSchools & universitiesConstruction
Connects with what you already run
LINESAPOdooMicrosoft 365Google SheetsAccounting software
Development process
- 1
Discover
Requirements, users and success metrics, with scope and price fixed before we start.
- 2
Design
UX and system architecture; the prototype is approved before anything is built.
- 3
Build
AI-accelerated sprints with a demo every week, reviewed by senior engineers.
- 4
Test
QA, security and performance verified against the agreed scope.
- 5
Launch & care
Production deploy, team training, and a monthly care plan.
Turn your business problem into a system that works for you
Tell us today — get an executive-ready proposal with the plan and budget.
Talk to an engineer about thisMore solutions in AI Workflow
See the whole service Marketing teams Marketing workflow Sales teams Sales and CRM workflow Accounting & finance teams Accounting and finance workflow HR teams Employee onboarding workflow Customer service teams Customer service workflow Accounting teams issuing many invoices e-Tax Invoice and e-Receipt workflow Brands selling on marketplaces Marketplace back-office workflow Factories & manufacturers Purchasing and goods-receipt workflow Accounting & law firms Client document workflow Hospitals & clinics Insurance claim and records workflow Logistics & transport Job sheet and billing workflow Real estate & juristic offices Repair request and common-fee workflow Wholesalers & distributors Orders-from-chat workflow
