Purchasing

Buy the right goods at the right price from the right vendor

From purchase request to order, receipt and three-way match against the vendor invoice.

From requisition to payment in one approved flow
Compare quotes and score vendors
Three-way match before you pay

Book a demo Pricing

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21
capabilities: 12
advanced & AI features: 2
AI assistants on this data: Yes
on mobile

Sound familiar?

The problems this app removes

Purchases happen without requisitions or approval
No easy way to compare vendor quotes
Paying for goods that never fully arrived
No idea which vendors deliver late most often

Capabilities

21 capabilities in Purchasing

Catalogued against screens that exist in the product, grouped by the work they do — not a flat marketing list.

Requisitions & quotes

Purchase requisitionsMobile
Create, submit and approve requisitions, then convert them to POs or RFQs.
RFQs & quote scoringAdvanced
Send RFQs to multiple vendors, score responses and recommend an award.
Purchasable catalogAdvanced
Only items flagged as purchasable can appear on purchase documents.

Ordering & receiving

Purchase orders
Create, approve, amend and cancel POs and send them to vendors.
Blanket POs & releasesAdvanced
Blanket POs for long-term agreements with call-off releases.
PO change requestsAdvanced
Change approved POs through controlled change requests.
Partial receipts & backordersMobile
Receive goods in several batches; shortfalls become backorders.
Service confirmations
Confirm services received on service POs, then create the bill.

Vendors

Vendor profiles
Manage vendor records, import or export CSV and invite vendors to the portal.
Tiered price listsAdvanced
Purchase prices apply automatically by quantity tier.
Contracts & preferences
Manage vendor contracts and preferred-vendor ranking.
Vendor scorecardsAI
Score vendors against your own criteria and compare several side by side.

After purchase

Three-way matchAdvanced
Match PO, goods receipt and bill before approving payment.
Bills from receipts
Create vendor bills directly from goods receipts.
Vendor returnsAdvanced
Approved vendor returns with send, complete and void steps.
Debit notes
Reduce payables with debit notes.

Governance & AI

Approval chainsAdvanced
Multi-level approvals by value, department or purchasing category.
Category-scoped accessAdvanced
Each purchasing category sees and approves only its own documents.
Flexible numberingAdvanced
Auto-number, allow or require manual PO and PR numbers by type.
Purchasing reports
Spend, cycle time and on-time delivery.
AI procurement assistantAI
AI suggests vendors, flags late POs and analyses spend.

Real screens

Inside Purchasing

Procurement — Requisition converting to RFQ and Purchase Order

On mobile

Work anywhere with XBuddy Office & XBuddy Work

In practice

When you reach for it

A vendor invoice that disagrees with the receipt

Paying for goods never received is one of the hardest leaks to see.

1.The system matches purchase order, goods receipt and invoice line by line
2.A quantity or price difference stops the invoice and names the line
3.Purchasing and finance work from the same screen

No payment goes out without matching goods behind it.

Assistants on this app

2 assistants work on this data

Each assistant carries its own skills on this app’s data, inside the caller’s permission scope.

Accounts Payable Assistant6 skills

Accounts payable assistant — optimizes payment timing, monitors AP aging and DPO, plans payment runs to capture early-payment discounts, prioritizes vendors and flags 3-way match exceptions.

Explore skills

3-Way Match Exception HandlerDetects PO/GRN/Invoice 3-way matching discrepancies including quantity variances, price overruns, and unresolved exceptions requiring finance team action.
AP Aging AnalyzerAnalyzes accounts-payable aging buckets, DPO and overdue exposure; flags at-risk buckets and top overdue vendors.
Payment Run SchedulerProposes an optimal weekly payment batch to capture early-payment discounts and avoid late fees.
Vendor Payment PrioritizerRanks vendors for payment by criticality, terms and overdue exposure.
Duplicate Bill DetectorFlags potential duplicate vendor bills (same vendor and amount within a short window) to prevent double payment.
Early Payment / Discount CaptureFlags bills due soon and proposes scheduling payment to capture early-payment discounts and avoid late penalties.

PO Assistant17 skills

Process-aware agent tracking purchase order lifecycle and proposing timely approval or vendor follow-up actions

Explore skills

Purchase Order ExpeditorChases purchase orders past their promised delivery date and flags approved orders never sent to the vendor
Spend AnalyticsBreaks purchasing spend down by vendor, measures concentration, and flags unattributed bills
Lead Time PredictorMeasures real PO-to-receipt lead time per vendor and predicts arrival for open purchase orders
RFQProcess-aware agent tracking RFQ lifecycle, chasing quotes sent but awaiting vendor responses
RequisitionProcess-aware agent tracking purchase requisition lifecycle, flagging items stuck pending approval or not yet converted to PO
Goods Receipt ValidatorCompares GRN quantities and prices against linked purchase orders. Flags discrepancies exceeding 5% variance and creates internal alerts for procurement review.
Debit NoteProcess-aware agent tracking debit note lifecycle, flagging drafts left unissued
Vendor ReturnProcess-aware agent tracking vendor return lifecycle, chasing returns sent but not yet credited
RFQ Quote Scoring AdvisorAnalyzes weighted scores across RFQ vendor quotes (price, delivery, quality). Recommends which vendor to award, flags RFQs with unscored quotes, and prioritizes bids nearing their deadline.
RFQ Response AnalyzerCompares vendor quotes submitted for an RFQ across price, delivery terms, quality rating, and past performance. Produces ranked recommendation with justification.
PO Cycle Time MonitorTracks purchase order to goods receipt cycle times. Identifies vendors and processes causing delays. Generates weekly cycle-time report with improvement recommendations.
Procurement Budget TrackerMonitors purchase order spend vs approved budgets by category. Flags over-budget categories and under-utilized lines for reallocation.
Vendor Performance AnalyzerEvaluates vendor relationships by analyzing billing patterns, payment history, and processing efficiency. Identifies problematic vendors and cost optimization opportunities.
Vendor Scorecard AgentGenerates periodic vendor performance scorecards from delivery rates, quality scores, pricing consistency, and responsiveness metrics. Ranks vendors for sourcing decisions.
Vendor Risk AssessorFlags vendors with high dependency concentration, price volatility, or unfavorable payment terms. Computes vendor risk score and recommends diversification or renegotiation.
Contract Expiry MonitorTracks supplier contracts expiring within 30/60/90 days and alerts the procurement team for timely renewal action.
Service ConfirmationProcess-aware assistant that tracks the service confirmation lifecycle (draft → confirmed → billed) and proposes the next action.

Solutions

Purchasing in end-to-end solutions

Construction & engineering projectsControl site costs before they overrun Chief accountantClose faster, stop re-keying documents Procure to payBuy right, receive in full, pay the right party

FAQ

Frequently asked

Is a requisition always required?

Configurable. Create POs directly or require an approved requisition first.

How does three-way matching work?

Quantities and prices are matched across PO, receipt and bill, flagging differences before payment.

Do vendors get a portal?

Yes. Invite vendors to the vendor portal from their profile.

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