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Procurement and stock
Inventory, purchase requests, and purchase orders in one flow
Move from employee requests to admin approvals, inventory views, and purchase order tracking.
IT Assets · 1,284 tracked
MacBook Pro 14"
SN: C02XK3...
Aditi Singh
Active
Adobe Creative Cloud
42 seats · ₹4,200/mo
Design team
Active
Dell OptiPlex 7090
Warranty expires in 23d
Reception
Alert
Product proof
Already live in the product
Backed by app modules
Running in production today: IT inventory, employee purchase requests, admin approvals, and purchase orders.
Protected app route: /it-inventory
How it works
Built around real workflows
Highlights below describe capabilities already present in the protected app behind this page.
Inventory visibility
Employee purchase requests
Admin approval workflow
Purchase order tracking
Workflow
What teams can do here
Step 1
Request equipment
Step 2
Approve purchase requests
Step 3
Create purchase orders
Step 4
Connect spend to vendor records
How it works
How it works
01
Employee raises a request
Staff submit an asset request (auto-numbered AR-YYYYMMDD-…) or a purchase request (PR-YYYYMMDD-…) with the item, quantity, justification and priority — no email threads to chase.
02
IT reviews and approves
Admins approve or reject with notes. An asset request can be fulfilled straight from existing stock, or converted into a purchase request when nothing is on the shelf.
03
Turn approvals into purchase orders
Approved requests feed a purchase order against the supplying vendor, carrying its own status (draft, pending, approved, ordered, received, cancelled) plus totals, tax and shipping.
04
Receive and register
When a PO is received you can create the asset directly from it, so the new device lands in the register already linked to its PO and vendor.
Example
A worked example
A typical 300-person BPO onboards 25 new agents in a month. Hiring managers raise asset requests — auto-numbered AR-YYYYMMDD-… — for headsets and monitors. IT fulfils 18 from stock; the other 7 convert to purchase requests in one step and roll into a purchase order to the AV vendor, tax and shipping on the total, tracked draft → approved → ordered → received. On delivery the monitors are created as assets straight from the PO, already linked to the vendor and order, then assigned to the new agents — so when the auditor asks in March, the request, the PO and the asset all reference each other.
FAQ
Frequently asked questions
What is the difference between an asset request and a purchase request?
An asset request asks IT for an item that may already be in stock; if it is, IT fulfils it from inventory. A purchase request is specifically to buy something new. An asset request that can’t be met from stock can be converted into a purchase request in one step.
Do requests and purchase orders get numbered automatically?
Yes. Asset requests are numbered AR-YYYYMMDD-…, purchase requests PR-YYYYMMDD-…, each with a random suffix, so every record is uniquely referenceable without a manual scheme.
Can a purchase order become an asset without re-typing everything?
A received or approved purchase order has an action to create the asset directly from it, so the device enters the register already linked to the PO and its vendor.
Who can approve a purchase request?
Approval, assignment and fulfilment are admin-only actions. A requester cannot approve their own request — those actions are gated by role on the server.
Does a purchase order track more than a single total?
Yes — a PO records order date, expected and actual delivery, the vendor, and separate total, tax and shipping amounts, and moves through draft → pending → approved → ordered → received.
Can employees track the status of their own requests?
Yes. Every request carries a status as it moves through review, and employees can follow their own submissions from the self-service view instead of emailing IT for updates.
Does the workflow stop us buying items already sitting in stock?
That is what the asset-request step is for: IT sees the need before any money moves and can fulfil it from existing inventory, converting it to a purchase request only when nothing on the shelf fits.
From "I need a monitor" to a booked asset in one chain
Requests, approvals, purchase orders and asset creation reference each other end to end, so procurement leaves an audit trail instead of an email thread.