A purchase requisition system built for your actual approval chain — not a simplified version of it.

Custom purchase requisition systems for enterprises whose approval workflows don't fit SAP Ariba, Coupa, or any off-the-shelf procurement tool. Multi-tier routing, budget validation, ERP integration, and a full audit trail — built by the team that cut Tejas Networks' paper-based approvals by 90%.

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90%

Reduction in paper-based approvals — Tejas Networks

Enterprise systems built in a multi-year partnership

4.8★

Clutch rating from verified reviews

8+ yrs

Building enterprise software since 2017

Your procurement tool can't model your actual approval chain.

Your purchase requisition process has conditional routing — different approval tiers based on spend amount, department, vendor category, and project code. Some purchases need parallel approvals across departments. Some need emergency bypass paths with post-facto review. None of this fits a standard procurement tool without heavy customisation.

So the team runs workarounds. A spreadsheet tracks what the procurement tool can't. Approvals happen over email and Slack instead of inside the system. Finance can't see what's pending without asking. Auditors get partial trails.

The cost isn't the procurement tool's license fee. It's the senior staff spending hours routing paper forms between departments, the delayed purchases that hold up operations, and the audit findings that keep recurring because the approval trail has gaps.

Running purchase approvals on email or paper? Tell us what your process looks like.

Describe your process

A procurement system that matches how your approvals actually work.

We build the purchase requisition system around your approval hierarchy — not a simplified version that forces your team into workarounds. Every conditional route, every exception path, every department-specific threshold is modelled in the system.

The system integrates with your ERP for budget validation, vendor data, and PO generation. Approvers see pending requests on a dashboard with full context — amount, requestor, budget status, vendor history — and approve in one click. Finance gets real-time visibility into the pipeline.

AI is included: automatic request categorisation, duplicate detection, spend anomaly flagging, and smart routing that learns from your approval patterns. Not a separate module — built into every purchase flow.

What the system covers.

Multi-tier approval routing— Conditional logic based on spend, department, vendor category, and project code

Budget validation— Real-time budget checks against ERP data before approval is triggered

ERP integration— SAP, Oracle, Dynamics, NetSuite, or custom — bidirectional data sync

PO auto-generation— Approved requisitions generate purchase orders without manual data entry

Audit trail— Every action logged — who requested, who approved, when, with what context

Exception handling— Emergency bypass paths with mandatory post-facto review and escalation

Vendor management— Preferred vendor lists, performance tracking, compliance documentation

AI-powered routing— Categorisation, duplicate detection, anomaly flagging, and approval pattern learning

Real-time dashboards— Pending approvals, bottleneck identification, spend by department and category

How Tejas Networks moved from paper approvals to a digital procurement system.

Tejas Networks: enterprise procurement off paper

Situation: Tejas Networks — a publicly listed telecom equipment manufacturer — ran purchase requisition approvals on paper. Physical forms circulated between departments for sign-off at each tier. Finance had no visibility into what was pending. Auditors reconstructed trails from filing cabinets.

What we built: A digital procurement system with role-based approval chains matching Tejas Networks' actual hierarchy — multi-tier routing based on spend thresholds and department codes. Automated escalation when approvals stalled. Integration with the existing ERP for budget validation and PO generation. Real-time dashboards for finance and operations.

What happened next: This was the first of four interconnected enterprise systems we built over a multi-year engineering partnership. Each subsequent system consumed data from the previous one — vendor management used procurement data, reporting drew from both, and the fourth system added intelligence layers on top.

90%

reduction in paper-based approval steps

Read the full case study

Manufacturing cost estimation: spreadsheet process replaced with real-time AI

Situation: A manufacturer's quoting process required cost estimation from material type, dimensions, tolerances, finishing, volume, and current material prices. Took 2–3 days per quote using spreadsheets.

What we built: An ML-powered cost estimator integrated into the ERP. Pulls live material costs, machine utilisation rates, and historical labour actuals. Produces estimates with confidence intervals — the system flags when it's uncertain instead of producing false-precision output.

3 days

reduced to real-time cost estimation

See our work

Custom purchase requisition system vs off-the-shelf procurement tools.

Off-the-shelf procurement tools work for standard approval chains. Custom is for organisations where the approval process is the competitive advantage — or where compliance and audit requirements exceed what configurable tools can handle.

Capability	Custom system	SAP Ariba / Coupa
Approval routing	Matches your exact hierarchy — conditional, parallel, exception paths	Configurable within platform limits; complex routing needs consulting
ERP integration depth	Bidirectional sync with any ERP — SAP, Oracle, Dynamics, custom	Best with same-vendor ERP; third-party integrations need middleware
AI capabilities	Custom ML for your data — categorisation, anomaly detection, routing patterns	Vendor-provided AI features — general purpose, not trained on your data
Per-seat licensing	None. Your system, your users, no per-seat fees	$150–$300/user/month at enterprise tier
Audit trail	Every field, every action, every approval — customised to your audit requirements	Standard audit logging — customisation limited
Time to deploy	10–14 weeks for core workflow; 16–24 for full procurement platform	4–8 months including configuration, consulting, and training
Ongoing cost	$12,000–$24,000/year hosting + maintenance	$100,000–$500,000+/year licensing depending on seats and modules
Upgrade control	You decide when to upgrade. No forced migrations	Vendor-controlled release schedule; mandatory upgrades

Three concerns procurement teams have about custom systems.

"Custom procurement systems take too long to build."

A core purchase requisition workflow — request submission, multi-tier approval routing, budget validation, and ERP integration — deploys in 10–14 weeks. We build in two-week sprints. You see working software every fortnight. The first module goes into production while we build the next one. The Tejas Networks procurement system was the first of four systems — each deployed and validated before the next began.

"What about compliance and audit requirements?"

A custom system is easier to audit than a configured SaaS tool. Every approval, every exception, every override is logged exactly the way your compliance team needs it — not the way the vendor's default logging works. The audit trail format, retention period, and access controls are built to your specifications, not the vendor's.

"We already have SAP — can't we just add Ariba?"

You can. SAP Ariba licensing for a 200-person enterprise runs $150,000–$400,000/year. Implementation consulting adds $100,000–$300,000. If your approval process maps cleanly to Ariba's model, it's the right choice. If you need conditional routing, exception handling, or department-specific rules that Ariba can't configure, you'll spend more customising Ariba than building a system purpose-built for your process.

How we build your purchase requisition system.

Every procurement system engagement follows the same structure.

Discovery call

30 minutes. Walk us through your approval chain — tiers, thresholds, exceptions, the spreadsheets that fill the gaps. We ask questions. No pitch.

Process mapping and specification

We map every approval path, integration point, and edge case. The output is a technical specification accurate enough to estimate — not a slide deck.

Phased build — core workflow first

Request submission → approval routing → budget validation → ERP integration. Working software in 10–14 weeks. Each sprint reviewed with your team.

Expand — PO generation, vendor management, reporting

Additional modules deploy in 6–8 week phases. Each validated in production before the next begins.

Ongoing partnership

Monthly retainer for continued development, support, and feature expansion. The team that built it is the team that maintains it.

Book a 30-minute call

Common questions about purchase requisition systems.

A focused purchase requisition system starts at $50,000–$80,000 for core approval workflows, budget validation, and ERP integration. Multi-module procurement platforms covering PO generation, vendor management, and three-way matching run $120,000–$200,000. We scope every project before quoting — you get a fixed price per phase, not hourly surprises.

Core approval workflow with ERP integration: 10–14 weeks. A full procurement platform with vendor management, PO generation, and reporting: 16–24 weeks. We build in two-week sprints — you see working software every fortnight, not after six months.

Yes. We've built integrations with SAP, Oracle, Microsoft Dynamics, NetSuite, QuickBooks, and custom ERPs. Integration is scoped separately and explicitly — we map every data flow, identify format mismatches, and build error handling at every system boundary.

SAP Ariba and Coupa work well for companies whose approval process matches what those platforms assume. They stop working when your approval hierarchy has conditional routing, department-specific thresholds, exception handling that varies by vendor category, or compliance rules specific to your industry. If you're running workarounds in spreadsheets alongside your procurement tool, you've outgrown it.

Complex approval chains are the primary reason companies build custom. We model your actual approval hierarchy — not a simplified version. Conditional routing based on spend amount, department, vendor category, project code, budget availability. Parallel approvals where tiers can run simultaneously. Exception paths for urgent purchases. The system matches how your approvals actually work, not how software vendors think they should work.

AI is included on every engagement. For procurement, that means automatic categorisation of purchase requests, duplicate detection, spend anomaly flagging, vendor recommendation based on past performance and pricing, and smart routing that learns from approval patterns. Not a separate add-on — built into the system from day one.

You do. Full source code, complete IP, all documentation. No vendor lock-in, no per-seat licensing fees that grow with your headcount. You can take the code to any team. Most clients stay with us because the engineering is good, not because they're locked in.

Have a question about procurement systems?

Talk to us directly — no forms, no sales reps.

Book a 30-minute call

Describe your approval chain. We'll tell you what the system looks like.

Walk us through the approval tiers, the exceptions, and the workarounds. We'll show you what a purpose-built purchase requisition system would replace — and what it costs.

Book a 30-minute call