Purchase request

Works out which approvers each purchase needs, asks them in order on a form, and logs approved purchases in your PO log.

Live example

Click a step to see how it works.

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When someone submits a purchase request, work out who has to approve it: software needs IT security, anything over $5,000 needs finance, over $25,000 needs the CFO too, and a vendor that isn't on our preferred list needs procurement. Ask each approver in order on a form and remind them after a day. If anyone rejects it, tell the requester who and why. Once everyone approves, add it to the PO log and tell the requester.

Here's the plan:

Work out the approvers: reads each request from the purchase request form and lists the approvers your policy requires, checking the vendor against your preferred vendors.
Ask each approver: emails each approver in order a form to approve or reject the purchase, with a reminder after a day.
Log the purchase: adds the approved purchase to the PO log and emails the requester its PO number.
Tell the requester it was rejected: emails the requester who rejected it and why.

Set your approvers and your purchasing workbook in the settings. Tell me what to change. For example: "Send purchases over $50,000 to the CEO too."

Purchase request

The employee describes what they want to buy.

Form

Work out the approvers

Lists the approvers the policy requires: IT security for software, finance over $5,000, the CFO over $25,000.

At least one approver is needed.

← Work out the approvers

The approver approved it and another approver is next.

← Ask each approver

Ask each approver

Needs input

Emails each approver in turn a form to approve or reject the purchase, with a reminder after a day.

Waits for a reply

Continues after 1d

No approver is needed.

← Work out the approvers

The last approver approved it.

← Ask each approver

Log the purchase

Gives the purchase the next PO number, adds it to the PO log, and emails the requester that it's approved.

The approver rejected it.

← Ask each approver

Tell the requester it was rejected

Emails the requester who rejected the purchase and why.

Step by step

Every purchase needs the right approvers in the right order, and the requester wants to know where it stands. Malleable reads each request, works out who has to approve it under your policy, asks each one in turn, and logs the purchase once everyone approves.

1An employee fills in a purchase request: what, from which vendor, how much, the category and why
2Malleable works out the approvers: IT security for software, procurement for a vendor that isn't preferred, finance over $5,000, and the CFO over $25,000
3It emails each approver in order a form to approve or reject, with a reminder after a day
4Once everyone approves, it gives the purchase the next PO number, adds it to your PO log, and emails the requester
5If anyone rejects it, it emails the requester who rejected it and why

What the team gets

Every purchase reaches exactly the approvers your policy requires
Approvers are reminded until they answer
Approved purchases land in the PO log with a PO number

Apps it uses

Google

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