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OrbitlyProcurement

Collect purchase requests, send them for approval, compare supplier quotes, raise orders, record what arrives and match it to the bill before you pay.

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A request becomes an RFQ or an order, the order becomes a receipt and a bill, and each step points back to the one before.

Approvals

Write approval rules by department and amount, choose whether one approver or all of them must agree, and every pending decision lands in a single inbox with the context beside it.

  • Rules by department, minimum amount and approver list
  • Any-one or all-must-agree at each step
  • Approval type chosen per record: requests, orders, vendors, bills
  • Approvers are emailed, and the requester hears the decision
Request for quotes

Invite vendors, keep the bids sealed

Turn an approved request into an RFQ, invite suppliers, set a closing date and let your team evaluate. Bids stay hidden until the RFQ closes, then you compare and award.

  • Sealed bids, revisions and a minimum vendor count
  • Price against lead-time weighting you control
  • Owner, evaluator and viewer roles on the team
  • Award the whole RFQ or line by line into purchase orders
Vendor portal

Vendors reply without a login hunt

Suppliers get a portal link to submit quotes, accept or decline a purchase order and send invoices, delivery notes and certificates. You review what they send and new vendors can ask to be added.

  • Quote submission against an open RFQ
  • Accept or decline orders, with a note
  • Uploads you accept or reject
  • Vendor sign-up requests for you to approve
Pay together

Settle many bills in one go

Pick the bills that are due, choose the account they are paid through and record one batch payment. Bills that were billed ahead of what arrived are flagged before you commit.

  • Open bills with balances and due dates
  • Part-pay a bill or pay it in full
  • Draft, paid and void states
  • Payables ageing alongside

Ask

Everyone asks the same way

A purchase request carries the lines, the reason and the date it is needed, and follows the approval path you set.

See requests
Source

Three quotes, one clear answer

Compare every vendor's price per line, their lead time and a combined score, then award.

See the comparison
Receive

Match before you pay

Record deliveries against the order and see, line by line, what is received and what is billed.

See receiving
Plan

Know before you commit

Budgets count both billed and committed spend, and warn when a team reaches its alert level.

See budgets

Shared account and customer record across Orbitly, plus the tools you already use.

OrbitlyBooksAccounting your accountant will likeOrbitlyInventoryKnow what you have and where it isOrbitlySpendAll company spending, in one clear viewOrbitlyExpenseReceipts in, reimbursements out
OrbitlyProjectsPlan the work, track the timeOrbitlyContractsDraft, approve and sign contracts in one placeOrbitlyPeopleA home for your HR recordsOrbitlyFlowConnect your apps and automate the busywork
  • Google Sheets
  • Gmail
  • WhatsApp
  • Razorpay
  • Zapier
  • QuickBooks
  • Google Drive
  • Dropbox

Get started with Procurement

Per user, billed yearly. Upgrade in place when you need more, and bundle every app with Orbitly One.

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Browse the Help Center
Who can approve a purchase request?

You decide. Create rules by department and minimum amount, pick the approvers, and choose whether any one of them or all of them must agree. Each record type, such as requests, orders, vendors and bills, can use no approval, simple approval or your rules.

What happens after a request is approved?

You can convert it into a request for quotes to compare suppliers, or straight into a purchase order.

How does quote comparison work?

Each vendor's price is scored against the best price on every line, lead time is scored against the fastest, and the two are combined using the price weight set on the RFQ. Totals, the lowest total and the fastest delivery are marked.

Can vendors reply online?

Yes. Through a vendor portal they submit quotes, accept or decline orders and upload invoices, delivery notes and certificates.

What is the receipt and bill match?

Each purchase order line shows ordered, received and billed quantities, and is marked waiting, received but not billed, matched or billed ahead of receipt.

Does it pay my vendors?

It records payments, including one payment across several bills. It does not move money from your bank by itself.

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