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Purchasing and Supplier Software

Purchasing software from the supplier's quote to paying the invoice: orders sent on WhatsApp, invoices that raise stock, entries in your books.

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From quote to payment.

Follow every step with the supplier. Stock and accounting update when you save the purchase invoice. Purchase returns take the quantity out and post their entry. With automatic purchasing on, an order starts when an item hits its minimum.

  1. Each supplier's quote is its own document in the quotes list, with its items and prices.

  2. Built from the supplier's quote and sent on WhatsApp with a link and a PDF.

  3. From the link the supplier confirms quantities, prices and a delivery date, and you are notified.

  4. Convert the order to an invoice: stock rises, item cost updates, the entry posts.

  5. A full or partial payment lowers the supplier's balance.

Key features

Purchase invoices

The supplier invoice with items, quantities, prices and tax.

Save it: stock rises, the entry posts, and credit invoices carry a due date.

Supplier quotes

Log each supplier's quote with its items and prices.

Then build an order or invoice from the one you pick, without retyping items.

Suppliers

Each supplier's details, balance and history.

Plus lead time and minimum order, which automatic purchasing uses.

  • Create and track purchase orders — manually or automatically
  • Manage suppliers and each one's lead time
  • Stock and entries that update with every invoice
  • Spend reports by supplier, item and period

Suppliers, orders, invoices and payments in one cycle.

Every invoice raises stock and posts its entry; every payment lowers the supplier's balance.

  • Supplier quotes and purchase orders on WhatsApp
  • Automatic purchasing with a minimum and maximum per item per warehouse
  • A supplier link to confirm quantities, prices and delivery date
  • Purchase invoices raise warehouse stock on save
  • Full or partial payments against credit invoices
  • Supplier details, balances and transaction history
  • Purchase returns that remove stock and post their entry
  • A due date on every credit invoice
  • An entry for every supplier invoice and payment
  • Purchase reports by supplier, item and period

Your next purchase order, in one sentence.

Ask for a purchase order or a supplier invoice. AI Mode fills in the supplier, items and quantities, and records nothing until you approve.

From reorder level to purchase order

AI Mode

Convert purchase order ⁦PO-0318⁩ into a purchase invoice

How approval works

More requests

  • Record a goods receipt note for invoice ⁦PI-0277⁩
  • What is Al-Mathaq Food Supplies Co.'s balance?

Automatic purchasing

The order reaches your supplier before the item runs out.

Give each item two numbers: a minimum that says reorder, and a maximum stock should return to. Snad handles the rest: it checks daily and orders the gap from suppliers.

Minimum level

The reorder point: once stock drops to it, the item is due for ordering.

Maximum level

The balance stock should reach after delivery; the order covers the gap.

And both levels can differ from one warehouse to another.

  • "Suggest levels" button

    Calculates both levels from your actual sales and each supplier's lead time.

  • Bulk assignment

    Suppliers and levels for a group of items at once, with search and filters.

  • Two operating modes

    Fully automatic sending, or a suggested order that waits for your approval.

  • Safety limits

    An approval threshold, a daily spending cap, and the check hour and days in your time zone.

  • WhatsApp and email together

    Each channel's status is visible, and you are alerted if both fail.

  • A supplier reply page

    They confirm the order, set the delivery date and adjust quantities and prices. No account, no app, no training.

  • One-click invoice conversion

    Using the figures the supplier confirmed, so stock rises and the entries are recorded.

  • A log that explains every decision

    Why wasn't this item ordered today? The answer is written out for you.

  • Preview before it runs

    A button that shows what would have been ordered today, without creating an order or sending a message.

How the cycle works

  1. Setup

    Once: set the levels, make sure every item has a supplier and every supplier a contact channel, then choose the operating mode and safety limits.

  2. Daily check

    At the hour you chose, Snad compares each item's balance against its minimum level. Once a day.

  3. Preparation

    Works out the shortfall, subtracts what is on order but not invoiced, and groups each supplier's items per warehouse into one order.

  4. Approval

    If you chose suggested-order mode: review, adjust, then approve — or cancel.

  5. Sending

    The order goes to the supplier over WhatsApp and email with a PDF and a reply link.

  6. Supplier reply

    They confirm what they can supply, the price and the date, or decline. You are notified and their figures appear beside yours.

  7. Receipt and invoice

    When the goods arrive you hit "convert to purchase invoice", so stock rises and the entries are recorded.

  8. The cycle closes

    The higher balance makes Snad skip that item tomorrow, and if it is still short only the remaining gap is ordered.

  • A purchase order leaves your stock and books untouched. It is a request to the supplier; the accounting effect sits in the purchase invoice.

  • A supplier confirmation means 'I will supply it', not 'it has arrived', which is why automatic conversion to an invoice is off by default.

When do you actually need purchasing software?

  • You buy the same item twice because nobody knows it was ordered

    An order in a chat or a verbal agreement cannot stop a duplicate: you pay twice and stockpile an item that was never short.

  • A supplier invoice arrives and you cannot tell if it matches what came in

    Without an order and a receipt note to check against, you pay what was billed, not what arrived.

  • No record compares supplier prices

    Without purchases recorded by date and price, every negotiation starts from zero and last year's price gets paid unnoticed.

  • A return that never reaches the supplier's balance

    Goods returned without a document leave their value on the supplier's balance and their quantity in your stock on paper.

  • You cannot see your upcoming supplier commitments

    An approved order is a commitment before its invoice arrives. Miss it, and your cash position surprises you.

Purchase order vs. supplier invoice

Two documents often confused, with different accounting effects

The purchase order

  • A request to the supplier: these items, quantities and price.
  • Leaves stock untouched: nothing has arrived.
  • Posts no entry: no liability before the invoice.
  • Stays open until it becomes an invoice or is cancelled.
  • The invoice is built from it, with its figures or the supplier's.

The supplier invoice

  • A financial claim for what was received.
  • Raises inventory by its quantities at the chosen warehouse.
  • Creates an entry: a liability to the supplier and deductible input VAT.
  • Adds to the supplier's balance, and is paid in full or in parts.
  • Carries the goods receipt note that documents what arrived.

Keeping them apart stops a liability before receipt, or a receipt with no liability.

Free purchasing and inventory tools

Work out your reorder point and purchase cost before any order

Available on every plan

Every Snad app comes with every plan. Plans differ in users, apps running at once, e-invoicing and the watermark. Starter is free.

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Purchasing software: common questions

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