Purchase Request

Advanced Purchase Request management with approvals, emails and statistics

This module adds a complete Purchase Request process to Dolibarr, from the initial request entered by an employee up to the final approval and the creation of requests for quotation.

Main features

• Structured Purchase Requests

  • Create purchase requests with reference, subject, project, estimated amount, delivery place and desired delivery date.

  • Add multiple requested items with quantity and comments.

  • Attach supporting documents to each request.

  • Clearly identify the requester and the context of the purchase.

• Multi-level approval workflow (requester + up to 4 approvers)

  • The requester submits the purchase request, then it follows an approval chain with up to 4 levels of approvers (line managers, finance, general management, purchasing, etc.).

  • Each approver can validate or refuse the request, with clear status changes.

  • You can see who approved or refused, and at which step.

  • A full history of decisions is kept for each request.

• Automatic Purchase Request document

  • Generate a clear and professional purchase request document.

  • Includes the main information of the request: header, items, estimated amount, project or context, attachments and validation/signature blocks.

  • Can be used for internal validation, archiving or communication with other departments.

• Requests for Quotation

  • Once a Purchase Request is fully approved, you can create a Request for Quotation based on it.

  • Reuse the information already entered in the request instead of retyping everything.

  • Smooth transition from internal needs to supplier consultation.

• Email notifications

  • Automatic emails to approvers when they need to validate or refuse a request.

  • Notifications to inform the requester when their purchase request is validated, refused or moved forward in the workflow.

  • Reduces manual follow-up and improves communication between teams.

• Statistics and overview

  • Global view of purchase requests: number of requests, statuses, amounts and progress.

  • Identify bottlenecks in the approval chain (where requests are blocked the most).

  • Better control over internal purchases and upcoming spending.

Benefits for your company

• Strengthens control over internal purchases thanks to a clear and traceable approval process.

• Reduces informal or undocumented purchase decisions (emails, Excel files, verbal requests).

• Saves time by structuring information and avoiding duplicate data entry.

• Improves communication between requesters, managers, finance and purchasing.

• Gives management better visibility on future commitments and approved budgets.