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ProcureFlow

Indent to purchase order to goods received — and now the invoice, matched three ways, and the payment two people sign; quotes compared before the order and returns tracked to the credit note.

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What it is

Indents, quotes, POs and goods receipt, then the vendor invoice matched against both — a part delivery, a revised price and a line billed for more than arrived each get named rather than lumped together as a mismatch. Debit notes come off what is payable, and a payment run takes a second signature. Quotes & returns: each vendor’s quote against an indent, line by line with delivery days and payment terms, side by side with the lowest full quote marked; every order records the quote it rests on or why it went without one, and an order short of the hospital’s own quote policy (how many, above what value, and the policy it comes from — none ships) is flagged, never blocked, so an emergency buy still goes through with the gap visible. Defective, expired, short-dated or wrong stock is logged back against the order it came on with the reason and tracked until the vendor’s credit note lands or it is closed with why; finance books the credit note. Every received order is rated once for VendorGate’s record.

Who uses it: Built for: Every specialty
Reads: Indents, stock, vendor invoices, vendor quotes
Writes: Purchase orders, receipts, payments, quote comparisons, returns and credit notes
Never: It will not approve an invoice nobody has matched, and it will not pay the same invoice twice.
Access: Only people whose role includes it — the clinic owner decides who
Your data: No PHI. Hosted in Boston, United States. On uninstall: Operational history stays queryable for audit.

In the product

Who uses it: Operations manager — the demo profile it is best tried as
Where it opens: Operations › Procurement /procure
Permission: procure.read

Every operations app in the handbook →

How it works

Raise the indentRaise an indent searches the stock item list and takes a quantity per line, and the database refuses the same item twice on one indent — merge the quantities instead.
Compare quotes, then issue the purchase orderOn Quotes & returns, press an open indent and record each vendor’s rates side by side; the lowest full quote is marked. Issue PO copies the indent onto an order for the vendor you pick, and the order then records the quote it rests on, or why it went without one — an order short of your own quote policy is flagged, never blocked.
Receive the goods, send back what is wrongReceive GRN takes a quantity, a batch and an optional expiry for each PO line, refuses more than was ordered, and posts the batch onto the StoreStock shelf. Defective, expired or wrong stock is logged back against its order with the reason and stays on the list until the vendor’s credit note lands or it is closed with why.
Match the invoice before approving itOn Invoices, recording what the supplier sent writes nothing to the books; Re-match compares it against the order and the receipt, and only an approved invoice reaches payables.
Pay in a run two people signOn Payments, tick the approved invoices, add the NEFT reference if you have one, and draft the run — Record payment appears only once the run’s second signature is approved, and the service refuses it before that.

Rules it keeps

What it does not do, by design. A listing with only benefits is an advertisement.

It will not approve an invoice nobody has matched, and it will not pay the same invoice twice.

AI in ProcureFlow

AskQuestions about what is on screen — “What needs attention in ProcureFlow today?” — answered with the records it read.

DraftSummaries and notes for the team, marked as drafts until a person signs.

Every answer shows its sources. Nothing AI writes is saved until a person accepts it.

See it on screen

ProcureFlow — Procurement — Purchase orders from indent to goods received — 01Procurement — Purchase orders from indent to goods receivedCaptured from the running demo clinic

01Procurement — Purchase orders from indent to goods receivedCaptured from the running demo clinic

1 of 1

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Connected to

Read out of the code, not the brochure: each app below is here because one service queries the other’s tables. Install either side and the hand-over is already wired.

Reads from · 4

MakerChecker StockPlanner StoreStock VendorGate

Hands to · 6

LedgerBooks StockPlanner StoreStock TaxBooks TradeOrderNet VendorGate

See the whole clinic →

Questions clinics ask

What does ProcureFlow do?

Indent to purchase order to goods received — and now the invoice, matched three ways, and the payment two people sign; quotes compared before the order and returns tracked to the credit note. Indents, quotes, POs and goods receipt, then the vendor invoice matched against both — a part delivery, a revised price and a line billed for more than arrived each get named rather than lumped together as a mismatch. Debit notes come off what is payable, and a payment run takes a second signature. Quotes & returns: each vendor’s quote against an indent, line by line with delivery days and payment terms, side by side with the lowest full quote marked; every order records the quote it rests on or why it went without one, and an order short of the hospital’s own quote policy (how many, above what value, and the policy it comes from — none ships) is flagged, never blocked, so an emergency buy still goes through with the gap visible. Defective, expired, short-dated or wrong stock is logged back against the order it came on with the reason and tracked until the vendor’s credit note lands or it is closed with why; finance books the credit note. Every received order is rated once for VendorGate’s record.

What data does ProcureFlow read and write?

ProcureFlow reads indents, stock, vendor invoices, vendor quotes and writes purchase orders, receipts, payments, quote comparisons, returns and credit notes. Its data class is No PHI. Every app works on the same patient record — nothing is copied into a silo.

What does ProcureFlow deliberately not do?

It will not approve an invoice nobody has matched, and it will not pay the same invoice twice.

What happens to our data if we uninstall ProcureFlow?

Operational history stays queryable for audit.

Is ProcureFlow available today?

Yes — ProcureFlow is live in clinics today. Set up your practice on MedAppz and install it from your dashboard.

Want to see ProcureFlow running on your own patients?

Tell us what you run and we will show you this app inside a practice shaped like yours — or answer the question the page above did not.

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