Purchasing and Supplier Software
Purchasing software that runs the buying cycle from item request to supplier invoice approval: a documented purchase order, a receipt that raises stock, and an entry posted to your books with no double entry.
A complete purchasing cycle from RFQ to payment
View and Create Purchase Invoices
Manage purchase invoices with ease and accuracy.
Create new invoices, add suppliers, specify products, quantities, prices, and taxes, with the option to save or print instantly.
View Purchase Quote Records
Easily request and track supplier price quotes.
Create new quotes, compare supplier prices, and convert approved quotes into invoices.
Key Features
Create and track purchase orders — manually or automatically
Manage suppliers and performance evaluation
Automatic integration with accounting and inventory
Analytical reports
Purchasing from request to payment
Track every step with the supplier, and inventory and accounting update automatically on receipt.
Request for quotation
Sent to several suppliers so you can compare.
Purchase order
Issued to the chosen supplier after comparison.
Goods received
Quantity is added to the warehouse and a stock movement is created.
Supplier invoice
Automatic journal entry and payables tracking.
Payment
Appears in the ledger and income statement with no manual entry.
And purchase returns issue a debit note to the supplier, while a purchase order can start automatically once an item reaches its minimum level.
A complete purchasing cycle from RFQ to payment
Supplier and payment management, automatically connected with inventory and accounting
Automatic purchasing
Instead of discovering a shortage too late, the purchase order reaches your supplier before the item runs out.
You set two numbers per item: a minimum level that means it has to be ordered, and a maximum level you want stock to reach after the purchase. Snad handles the rest — it watches stock daily, works out the difference, prepares a purchase order for the shortfall, and sends it to that item's supplier over WhatsApp and email as a PDF carrying your company logo.
Minimum level
The reorder point — once an item's balance drops to it, the item has to be ordered.
Maximum level
The balance you want stock to reach once the order arrives; the gap between the two numbers is the quantity ordered.
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 amount threshold, a daily spending cap, and the check hour and days in your own timezone.
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
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.
Daily check
At the hour you chose, Snad compares each item's balance against its minimum level. Once a day.
Preparation
It works out the shortfall, deducts what is already on order but not yet received, and groups items from the same supplier into a single order.
Approval
If you chose suggested-order mode: review, adjust, then approve — or cancel.
Sending
The order goes to the supplier over WhatsApp and email with a PDF and a reply link.
Supplier reply
They confirm what they can supply, at what price and when — or decline. You get an instant notification and their figures appear next to yours.
Receipt and invoice
When the goods arrive you hit "convert to purchase invoice", so stock rises and the entries are recorded.
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 changes neither your stock nor your books — it is only a request to the supplier, and the accounting impact stays in the purchase invoice exactly as it is today.
- 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?
Five signs buying is costing you more than the item's price
- 1
You buy the same item twice because nobody knows it was ordered
When a purchase order is a WhatsApp message or a verbal agreement, no record prevents a duplicate. The cost is double: money paid twice, and dead stock of an item that was never short.
- 2
The supplier invoice arrives and you cannot tell whether it matches what was received
Three-way matching — purchase order, goods receipt, supplier invoice — is what catches a difference in quantity or price before payment rather than after. Without a documented purchase order there is nothing for the invoice to be matched against.
- 3
No record compares supplier prices
The gap between one supplier and another on the same item only shows when purchases are recorded with their date and price. Without that, every negotiation restarts from zero and last year's price gets paid without anyone noticing.
- 4
Partial receipts get lost
When half the quantity arrives and half is outstanding, the system needs to know the order is still open for the remainder. Half-received orders are the single thing most often lost in manual follow-up.
- 5
You cannot see your upcoming supplier commitments
An approved purchase order is a future financial commitment even before its invoice arrives. A business that cannot see them does not plan its cash — it gets surprised by it.
Purchase order or supplier invoice?
Two different documents that are widely confused — and their accounting effect is not the same
The purchase order
- A request sent to the supplier: these items, these quantities, this agreed price.
- Does not touch inventory — nothing has arrived yet.
- Creates no journal entry — no liability is recognised until receipt.
- Stays open until it is fully received or cancelled.
- Its value is being the reference the invoice is later matched against.
The supplier invoice
- An actual financial claim for what was received.
- Raises inventory by the quantities received.
- Creates an entry: a liability to the supplier and deductible input VAT.
- Feeds payables ageing and payment planning.
- Is matched against the purchase order and the goods receipt before approval.
Confusing the two causes the two most common errors: recording a liability before the goods arrive, or receiving goods with no liability recorded. Keeping the documents separate is what makes input VAT provable at audit, because every deduction rests on an invoice matched to an actual receipt.
Free purchasing and inventory tools
No sign-up — use them now
Available on every plan
Every Snad app is available on every plan, without exception. Plans differ in user count, how many apps you enable at once, e-invoicing options, and the watermark.
And the Starter plan begins at zero riyals.
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