From indent to vendor payment, without paper
Managers raise indents on the app, approvals follow your limits, vendors receive the order on their phone, and bills are matched to what was actually delivered before anyone is paid.
What it replaces
The paper, calls and spreadsheets this takes off your team's plate.
How it works
Approvals that follow your rules
Set approval limits by outlet, category and amount. Routine orders go straight through; unusual quantities or new prices wait for the right person.
- Approve from the owner or manager app
- Price change alerts against the last order
- Rate contracts per vendor
Vendors confirm in the app
The purchase order reaches the vendor app and WhatsApp at the same time. The vendor accepts, edits quantity or proposes a slot, and the outlet sees it immediately.
- No login needed for small vendors
- Delivery slot confirmed in advance
- Invoice uploaded by the vendor
Pay only for what arrived
Each bill is matched to the purchase order and the goods receipt. Price or quantity differences are flagged before the bill is approved for payment.
- Three-way match on every bill
- Short supply recorded against the vendor
- TDS on contractors and services handled at payment
Getting started
The order we set it up in.
Indent
Raised on the app, or suggested from low stock.
Approve
Within your limits.
Order
Sent to the vendor app and WhatsApp.
Confirm
Vendor accepts quantity and slot.
Receive
Weighed, photographed, checked on camera.
Match
Bill matched to PO and receipt.
Pay
Scheduled, with vendor-visible status.
What changes
What teams using Purchase to Pay should expect to see.
- No order goes out without an approval trail
- Short supply and price creep caught before payment
- Vendors stop calling to ask about payment status
Questions
Will small vendors really use an app?
They don't have to install anything. Orders arrive as a WhatsApp message with a secure link to accept, edit or upload an invoice.
Can outlets still buy locally in cash?
Yes. Cash purchases are recorded on the app with a photo of the bill and flow into the same stock and expense reports.
How is GST on purchases treated?
It depends on how the outlet bills. Standalone restaurants at 5% can't claim input tax credit, so GST goes to cost; restaurants in specified premises at 18% can claim it.
See DeepRestaurantAI with your own outlets
We'll connect a sample of your POS data and walk you through sales, purchasing, food cost and DeepObserve.ai camera AI for your format.