Purchase Requisition and Approval Process
Purchase Requisition and Approval Process
Process Goal
Process Goal
Process Goal
The purchase requisition and approval process is a key component of procurement within organisations. It ensures that required goods and services are sourced in a timely manner, without breaching budgetary constraints or compliance requirements. However, the process often involves manual steps, leading to delays, errors, and a lack of transparency.
By implementing FireStart’s Intelligent Process Automation (IPA) solution, procurement department workflows can be significantly optimised. The use of artificial intelligence (AI) and optical character recognition (OCR) software enables the automatic processing and validation of purchase requisitions, thereby considerably increasing process speed.
The purchase requisition and approval process is a key component of procurement within organisations. It ensures that required goods and services are sourced in a timely manner, without breaching budgetary constraints or compliance requirements. However, the process often involves manual steps, leading to delays, errors, and a lack of transparency.
By implementing FireStart’s Intelligent Process Automation (IPA) solution, procurement department workflows can be significantly optimised. The use of artificial intelligence (AI) and optical character recognition (OCR) software enables the automatic processing and validation of purchase requisitions, thereby considerably increasing process speed.
The purchase requisition and approval process is a key component of procurement within organisations. It ensures that required goods and services are sourced in a timely manner, without breaching budgetary constraints or compliance requirements. However, the process often involves manual steps, leading to delays, errors, and a lack of transparency.
By implementing FireStart’s Intelligent Process Automation (IPA) solution, procurement department workflows can be significantly optimised. The use of artificial intelligence (AI) and optical character recognition (OCR) software enables the automatic processing and validation of purchase requisitions, thereby considerably increasing process speed.
Improvement with FireStart
Improvement with FireStart
Improvement with FireStart
Reduction in Processing Time by up to 60%: Purchase requisitions are automatically validated and forwarded, enabling faster approvals.
Enhanced Transparency: Real-time status tracking and automatic notifications for all stakeholders.
Compliance and Regulatory Adherence: Automatic verification against predefined budget limits and corporate policies.
Error Reduction by up to 80%: Manual data entry is minimised, thereby avoiding errors through automation.
Cost Savings of up to 40%: Procurement automation significantly reduces the administrative workload within the purchasing department.
Reduction in Processing Time by up to 60%: Purchase requisitions are automatically validated and forwarded, enabling faster approvals.
Enhanced Transparency: Real-time status tracking and automatic notifications for all stakeholders.
Compliance and Regulatory Adherence: Automatic verification against predefined budget limits and corporate policies.
Error Reduction by up to 80%: Manual data entry is minimised, thereby avoiding errors through automation.
Cost Savings of up to 40%: Procurement automation significantly reduces the administrative workload within the purchasing department.
Reduction in Processing Time by up to 60%: Purchase requisitions are automatically validated and forwarded, enabling faster approvals.
Enhanced Transparency: Real-time status tracking and automatic notifications for all stakeholders.
Compliance and Regulatory Adherence: Automatic verification against predefined budget limits and corporate policies.
Error Reduction by up to 80%: Manual data entry is minimised, thereby avoiding errors through automation.
Cost Savings of up to 40%: Procurement automation significantly reduces the administrative workload within the purchasing department.
Example FireStart Workflow
Example FireStart Workflow
Example FireStart Workflow
Creation of the Purchase Requisition
An employee submits a purchase requisition via a digital FireStart form.
The requisition includes product details, quantity, cost centre, and preferred suppliers.
Automatic Request for Quotation (RFQ)
If required, an automatic request for quotation is sent to preferred suppliers based on predefined criteria.
Automatic Validation via AI and OCR Software
OCR analysis of the quotation.
Verification against existing budget frameworks.
Matching against predefined procurement criteria (e.g., preferred suppliers, quantity tiers).
If any invalidity is detected, an automatic notification with actionable options is triggered.
Approval Process via Intelligent Process Automation (IPA)
The approval workflow is initiated based on the purchase value:
Below €1,000: Automatic approval via predefined rules.
€1,000 – €5,000: Approval by direct supervisors.
Above €5,000: Additional approval by the procurement department.
Approvers receive notifications and can grant approval either via the FireStart Portal or directly through MS Outlook or MS Teams.
Automatic Purchase Order Creation and ERP Integration
Once approved, the purchase order is automatically generated and transferred into the ERP system.
If a quotation request was previously carried out, the selection of the best offer occurs automatically or by the procurement team.
The supplier is informed automatically either via email or through an interface (e.g., EDI or an e-procurement platform).
Real-Time Status Tracking and Notifications
The requester receives status updates via email or dashboard.
In case of delays, automatic escalation notifications are issued.
Documentation and Reporting
Automatic archiving of the purchase order in a document management system (DMS).
Evaluation of purchasing history using Business Intelligence (BI) software.
Creation of the Purchase Requisition
An employee submits a purchase requisition via a digital FireStart form.
The requisition includes product details, quantity, cost centre, and preferred suppliers.
Automatic Request for Quotation (RFQ)
If required, an automatic request for quotation is sent to preferred suppliers based on predefined criteria.
Automatic Validation via AI and OCR Software
OCR analysis of the quotation.
Verification against existing budget frameworks.
Matching against predefined procurement criteria (e.g., preferred suppliers, quantity tiers).
If any invalidity is detected, an automatic notification with actionable options is triggered.
Approval Process via Intelligent Process Automation (IPA)
The approval workflow is initiated based on the purchase value:
Below €1,000: Automatic approval via predefined rules.
€1,000 – €5,000: Approval by direct supervisors.
Above €5,000: Additional approval by the procurement department.
Approvers receive notifications and can grant approval either via the FireStart Portal or directly through MS Outlook or MS Teams.
Automatic Purchase Order Creation and ERP Integration
Once approved, the purchase order is automatically generated and transferred into the ERP system.
If a quotation request was previously carried out, the selection of the best offer occurs automatically or by the procurement team.
The supplier is informed automatically either via email or through an interface (e.g., EDI or an e-procurement platform).
Real-Time Status Tracking and Notifications
The requester receives status updates via email or dashboard.
In case of delays, automatic escalation notifications are issued.
Documentation and Reporting
Automatic archiving of the purchase order in a document management system (DMS).
Evaluation of purchasing history using Business Intelligence (BI) software.
Creation of the Purchase Requisition
An employee submits a purchase requisition via a digital FireStart form.
The requisition includes product details, quantity, cost centre, and preferred suppliers.
Automatic Request for Quotation (RFQ)
If required, an automatic request for quotation is sent to preferred suppliers based on predefined criteria.
Automatic Validation via AI and OCR Software
OCR analysis of the quotation.
Verification against existing budget frameworks.
Matching against predefined procurement criteria (e.g., preferred suppliers, quantity tiers).
If any invalidity is detected, an automatic notification with actionable options is triggered.
Approval Process via Intelligent Process Automation (IPA)
The approval workflow is initiated based on the purchase value:
Below €1,000: Automatic approval via predefined rules.
€1,000 – €5,000: Approval by direct supervisors.
Above €5,000: Additional approval by the procurement department.
Approvers receive notifications and can grant approval either via the FireStart Portal or directly through MS Outlook or MS Teams.
Automatic Purchase Order Creation and ERP Integration
Once approved, the purchase order is automatically generated and transferred into the ERP system.
If a quotation request was previously carried out, the selection of the best offer occurs automatically or by the procurement team.
The supplier is informed automatically either via email or through an interface (e.g., EDI or an e-procurement platform).
Real-Time Status Tracking and Notifications
The requester receives status updates via email or dashboard.
In case of delays, automatic escalation notifications are issued.
Documentation and Reporting
Automatic archiving of the purchase order in a document management system (DMS).
Evaluation of purchasing history using Business Intelligence (BI) software.
"The automation of the purchase requisition and ordering process with FireStart has led to a 50% reduction in processing time and an 80% decrease in error rates. In addition, we save over €100,000 annually through optimised volume bundling and improved purchasing conditions with preferred suppliers."
"The automation of the purchase requisition and ordering process with FireStart has led to a 50% reduction in processing time and an 80% decrease in error rates. In addition, we save over €100,000 annually through optimised volume bundling and improved purchasing conditions with preferred suppliers."
"The automation of the purchase requisition and ordering process with FireStart has led to a 50% reduction in processing time and an 80% decrease in error rates. In addition, we save over €100,000 annually through optimised volume bundling and improved purchasing conditions with preferred suppliers."
Automate your processes
Find out how FireStart can work for your company. We'll show you how you can increase your productivity and promote team collaboration.
Automate your processes
Find out how FireStart can work for your company. We'll show you how you can increase your productivity and promote team collaboration.
Automate your processes
Find out how FireStart can work for your company. We'll show you how you can increase your productivity and promote team collaboration.
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Am Winterhafen 1, 4020 Linz
Austria
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FireStart
Am Winterhafen 1, 4020 Linz
Austria
Follow
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Sign Up for Our Newsletter
© 2025 FireStart
FireStart
Am Winterhafen 1, 4020 Linz
Austria
Follow
Information
Sign Up for Our Newsletter
© 2025 FireStart