Buy with an approval, a receipt and a match
Requisition, order, goods received, bill. Each step is its own document with its own number, and each one is checked against the one before so you only pay for what you asked for and got.
Free to use. No card needed.
PO-0018 · Lagos Print Works
| Item | Price (₦) | Ordered | Received | Billed |
|---|---|---|---|---|
| A4 paper, ream | 3,500 | 200 | 200 | 200 |
| Toner cartridge | 18,000 | 20 | 12 | 12 |
The order’s ₦1,060,000 is counted against the Office supplies budget. A bill cannot claim more than was received.
Illustration with sample data.
How it works
- 1
Ask for it
Anyone with access raises a requisition: what is needed, how much, and why. It goes through the approval rule you set.
- 2
Order and receive
Turn an approved requisition into a purchase order. When goods arrive, record a goods receipt; items you stock go into your stock records.
- 3
Bill what arrived
Create the bill from the order. It is held to what was ordered and received, so a supplier cannot bill for more.
What you get
- Requisitions
- Internal requests with their own numbers and approvals, so spending starts with someone saying yes.
- Purchase orders
- Orders to a supplier with lines, prices and tax, approved before they go out.
- Budget awareness
- An order is counted against the budget line it belongs to, so you see what is committed before the bill arrives.
- Goods receipts
- Record full or part deliveries. Stocked items are added to the stock ledger at the cost on the order.
- Three-way matching
- The bill is checked against the order and the receipts. Anything received but not yet billed is listed, so nothing sits unrecorded.
- Numbered and traceable
- Requisitions, orders and receipts are numbered without gaps, and each links back to the document before it.
Common questions
Is there a request-for-quotation or tender process?
Not yet. You can compare quotes yourself and raise the order. Tenders, supplier onboarding and a procurement plan are not built.
Can I return goods to a supplier?
Not as a purchasing document yet. A supplier credit records the money side.
Do I have to use all of it?
No. You can enter a bill directly without an order. Purchasing is for when you want the controls.
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