Purchase Request Pro

Purchase Request Pro adds a complete procurement request workflow to Dolibarr, designed for teams that need structured approval before committing to a purchase. Employees raise a purchase request, it goes through a configurable approval chain of 1 to 5 levels, and once fully approved it converts to a Supplier Proposal or a Purchase Order.

Approval Workflow

• Configurable 1 to 5 sequential approval levels, in two modes
• Classic mode (default): one approver or one user group per level, with optional budget escalation thresholds. A request above a level's amount skips that level and the levels below it
• NEW Advanced mode: 1 to 10 named approvers per level. Everyone at a level must approve, approvers at the same level act in parallel, and one rejection rejects the request
• NEW Amount ranges (Advanced mode): each level has a From/To amount (total before VAT); a request only goes through the levels whose range it falls in
• Approve, reject or request revision with a comment. A revision returns the request to the requester, who fixes and resubmits it
• Each request keeps the mode and approval chain it was submitted with; setup changes affect new submissions only
• NEW Submission is blocked when an applicable level has a disabled or deleted approver, an empty group, or nobody configured

Purchase Request Management

• Draft creation with PROV reference; real sequential reference assigned on first submission
• Configurable numbering models: Standard sequential (PR2603-00001) and Custom mask-based
• Line items with description, quantity, unit, unit price, VAT, discount, vendor SKU and optional product link
• Clone existing requests to duplicate structure and line items
• List with filters (status, requester, project, department, dates) and a "to approve" view for approvers
• Delete guard preventing sequence gaps

Conversion to Procurement Documents

• Convert to Supplier Proposal, several times from the same approved request, with a different supplier each time
• Convert to Purchase Order, once per request
• Supplier chosen at conversion time, enabling competitive quoting
• Full line item transfer including description, quantity, price, tax, discount and vendor SKU

PDF Generation

• Internal PDF: company header and logo, lines, approval chain and audit log. Signature blocks per level in Classic mode, a compact table with one row per approver in Advanced mode
• External PDF (Request for Quotation): same layout without internal approval details, suitable for suppliers
• Status-based watermarks: DRAFT and PENDING APPROVAL
• Auto-generated on record creation, with PDF preview

Status Workflow

• Full lifecycle: Draft, Under Review, Approved, Rejected, Revised, Converted to Supplier Proposal / Purchase Order, Closed, Cancelled
• Close and Reopen with admin permission
• Cancel blocked once a procurement document has been created from the request
• Admin reset of an approved request to Draft for a full re-approval

Tracking and Reporting

• Audit log of every action, also recorded as agenda events
• Pending approvals badge in the top menu
• Statistics page: requests by status and value, average approval time per level, stuck requests, pending requests per approver, monthly trend

Setup and Configuration

• Approval mode choice (Classic / Advanced) at the top of General Settings
• Approval chain setup with guidance: suggested ranges and warnings for missing or inactive approvers
• Document models: enable/disable Internal and External PDF templates
• Numbering models: Standard sequential or Custom mask
• Free text PDF footer for legal notices or terms

Native Dolibarr Integration

• Contacts, documents, notes and linked objects tabs work natively
• Integrates with Dolibarr projects, tags/categories, incoterms and user groups
• Eight permissions in Dolibarr's native rights system: read, read all, create, approve, convert, cancel, delete, admin
• Works from htdocs/custom or any other custom directory

Who it's for

Companies of any size that want purchases approved internally before a supplier proposal or purchase order is issued: procurement teams, finance controllers, and managers who need a clear, auditable approval trail.

Upgrade: upload the zip over 1.1.0. Data is updated automatically, with no manual SQL. Deactivate and activate the module once to show the new menu icon. This is cosmetic only and no data is affected.

7:20 AMYou

**Changelog 1.1.1 (2026-10-21)**
- New Submitted step: a request shows Submitted until the first approver acts, then Under Review, in both modes.
- New home page box "Purchase requests": waiting for your approval, approved this month and pipeline value, shown by role. The pipeline line can be switched off.
- New Self-approval setting: Allow, Block except the top level, or Strict with a fallback approver.
- Submit check (extends 1.1.0): a request also can't be submitted when the approvers at a level don't hold the approve right in this entity. The setup screen warns about it.
- Level 5 has its own amount range. Setup warns about overlapping ranges and about levels with no range.
- A user who already approved at an earlier level isn't asked again at a later level.
- Stuck Threshold is set in days, hours and minutes.
- Classic mode fix: changing Active Approval Levels no longer affects requests already under review.
- Reset to Draft is refused once a Supplier Proposal or Purchase Order was ever created from the request.
- Security: the all-requests list needs the View all or administrator right; the administrator right is no longer granted to new users by default; unknown list views are refused; the deputy column is ignored.
- Fix: creating a request works on Dolibarr 18 (it failed in 1.0.0 and 1.1.0).
- Fix: the Classic group picker lists groups shared under Multicompany.
- Fix: Classic PDF signature blocks fit the page.
- Fix: the status text on the card is translated.
- New module icon.
- Compatibility: Dolibarr 17 to 24, PHP 7.4 or above.
- Upgrade: upload the zip over 1.1.0. Data is updated automatically, with no manual SQL. Deactivate and activate the module once to show the new menu icon. This is cosmetic only and no data is affected.

**Changelog 1.1.0**
- New Approval mode setting: Classic (default, works as in 1.0.0) or Advanced.
- Advanced mode: 1 to 10 named approvers per level, approving in parallel. Everyone must approve, and one rejection rejects the request.
- Amount ranges per level (Advanced mode): a request only goes through the levels whose From/To range contains its total before VAT. Other levels are shown as bypassed.
- The setup screen suggests the next level's range and refuses gaps that would leave an amount with no approver.
- Each request keeps the mode and approval chain it was submitted with.
- Safe concurrent approvals: two approvers acting at the same moment can no longer stall or double-advance a level.
- The request card shows "X of N approved" per level. The internal PDF shows a per-approver approval table, with the header repeated on every page.
- Submit check: a request can't be submitted when a level that applies has a disabled or deleted approver, an empty group, or no approver. The message names the level.
- Security: lines can only be changed while a request is Draft or Revised, and only by the requester or a module administrator. Deleting a line needs the create permission and a valid security token.
- Fix: purchase requests created through the API or a script are usable straight away.
- Fix: PHP warnings removed on the requests list and request card for users without the Approve or Create permission.
- Cleaner links to requesters, projects, supplier proposals and purchase orders, using Dolibarr's own links and icons.
- Complete English and French translations.
- Works from any custom directory. GPL v3 license included.
- Upgrade: upload over 1.0.0, with no manual SQL needed.