Intake, without the chaos.
One shareable form for everyone who needs to buy something. Templates decide which requests need approval and from whom. Budget holders approve from email in one click. Your team works a single queue, not an inbox full of Slack pings and forwarded PDFs.
Intake is where procurement quietly breaks
Most teams don’t have a purchase request system. They have an email address, a Slack channel, and three different forms that nobody updated since 2022. People who need to buy something ask whoever they think might know. The answer depends on who picks up.
The procurement function ends up running a help desk it didn’t sign up for. Half the day is spent chasing approvals, re-asking for the same context, and explaining the same workflow to the same people. The other half is the real work, somewhere.
ProcuHelp puts a real workflow in front of the chaos. One shareable form, no login required for requesters. Templates decide what needs approval. Approvers click yes or no from email. Your queue stays sorted. Everyone can see where their thing is.
Four things that change the queue
The module is built around four capabilities that actually move requests through the pipeline instead of stalling them in inboxes.
Templates that know the policy
Each category carries its own thresholds and approvers. IT hardware over €2,500 routes to the department budget holder. Marketing tools under €500 don’t need approval at all. Configure once, the workflow runs itself.
Requesters never log in
A shareable link opens the request form. No account needed, no SSO friction, no “I forgot my password”. Anyone in the company submits in 30 seconds. The form lives at your subdomain with your branding.
Approvers decide from email
Budget holders don’t open ProcuHelp to approve a request. They get an email with the full context, two buttons, and a signed link. Approve or reject in one click. Audit trail captured.
Status visible to everyone
Requesters track their request through the same shareable link. No login, no pinging, no “where is my laptop request” on a Tuesday afternoon. They see exactly where their thing is.
Different request, same workflow
New laptop for a new hire
A team lead submits the request through the shareable link. The IT hardware template recognizes it’s over the €2,500 threshold and routes to the department budget holder. The approver gets the email at 14:08, clicks Approve at 14:09. Procurement picks up the queued request and orders it.
Total elapsed time from submission to approved: 17 minutes. No Slack threads, no “can you forward this” emails.
A €39/month Figma plugin
A designer needs a small subscription tool. The marketing tools template auto-approves anything under €500, so the request is approved the moment it’s submitted. The designer gets a confirmation email, procurement sees it in the completed bucket, no approver is interrupted.
The audit log records who requested it, what it’s for, and that it was auto-approved under policy. Defensible at year-end.
External counsel for an employment review
HR submits a request for outside legal advice. The professional services template requires both Legal and Finance approval, in that order. The first approver gets the email; once they approve, the second is automatically notified.
Multi-step approvals run themselves. Nobody has to remember who’s next, and the requester sees each step move forward on the same shareable status link.
What happens after approval
The vendor side of the same record
Approved requests link to the vendor they’re ordered from. Open a vendor profile and you see every request that went their way alongside contracts, spend, and history. One coherent supplier record.
Read more ContractsWhen a request becomes a contract
An approved request can be converted into a contract with one click. Requester, vendor, category, and amount carry over. From there, renewal dates, e-signature, and AI analysis pick up the rest of the lifecycle.
Read more RFPWhen a request needs market sourcing
For categories where the right vendor isn’t obvious, an approved request can kick off an RFP. The brief is already written: the request becomes the starting point for AI-assisted structuring.
Read moreReplace the inbox with a real queue
Book a demo and we’ll walk through the shareable form, the conditional approval rules, and what one-click email approval looks like for your budget holders. Twenty minutes is usually enough to see the shape.