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PO & Purchase Approval Software for Smarter Procurement & Spend Control

PO & Purchase Approval Workflow

Route every purchase order and purchase to the right approver

Create custom workflows for POs and purchases with approval stages, assigned approvers, super approvers, and status labels that match your procurement process.

Review relevant details, pricing, GST, and terms before sharing, keeping every purchase clean, controlled, and traceable.

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AI Bil Scanning With OCR & Bulk Upload - Refrens

AI Bill Scanning & Bulk Purchase Upload

Create purchase records faster from vendor bills

Scan vendor invoices and purchase bills to create draft records by extracting vendor details, invoice amounts, tax details, and line items.

Bulk upload purchase bills with OCR to create multiple purchase records faster. Each purchase record can then be reviewed and matched with the right invoice.

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Auto Add PO & Purchases to Workflows - Refrens

Auto-Add POs & Purchases to Workflows

Automate approvals from the start

Manually send purchases for approval, or configure Refrens to automatically route every new purchase or purchase order into a predefined workflow.

Set the default workflow, starting stage, and assignee, so that every purchase follows the right approval process before reaching vendors.

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Multi Level Approval & Approval Rules - Refrens

Multi-Level Approvals

Keep high-value purchases under control, with a clear approval path

Set up multi-level approval workflows for purchases involving relevant teams. Define who can review and approve what, so every purchase follows the correct approval path.

Assign super approvers to fast-track urgent requests, while smaller purchases move without delays.

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Quote Comparison & RFQ Workflow - Refrens

Vendor Quote Comparison & RFQ Workflow

Compare quotes before creating the purchase order

Use RFQs to gather quotes from multiple vendors, compare responses, and shortlist the best option. Approvers can review pricing, taxes, delivery timelines, payment terms, and purchase history before deciding.

Refrens allows multiple approval workflows based on purchase type, so selected quotes can be routed to the right workflow for faster review.

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PO, Delivery, & Invoice Checks - Refrens

PO, Delivery, & Invoice Review

Connect approved POs, deliveries, and vendor bills

Match purchase orders, received goods or services, and vendor invoices before recording the final purchase or payment.

Track ordered quantity, received quantity, PO amount, invoice amount, pending delivery, and payment status before recording the final purchase to prevent stock gaps, overpayments, billing errors, and vendor disputes.

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Reminders, Escalations, & Notifications

Stop delays in purchase approvals

Refrens supports reminders, escalations, and workflow notifications to keep purchase approvals moving.

Approval creators can get notified when a purchase is moved, reassigned, approved, or rejected, whereas approvers can get notified when a purchase order or purchase is assigned to them for review.

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Audit Trail & Accounting Connection

Keep every approval action visible

Refrens records every workflow action, like approval, rejection, assignee change, vendor update, payment status, reminder, and escalation.

Approvers get notified when a change is made to keep approvals moving and create a clear audit trail for reviews, audits, and month-end closing.

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Trusted by Teams That Needed Better Purchase Approval Workflows

C5iC5i needed stronger approval control across global teams, multiple entities, billing workflows, and finance operations. Refrens replaced email-based approvals with structured workflows, real-time tracking, and clear audit trails, improving visibility and reducing approval delays for complex purchase and finance workflows.

DOIT IndustriesDOIT Industries needed stronger approval control across multiple branches before approving high-value contracts. Refrens helped them create structured approval workflows where branch teams raise requests faster, and leadership reviewed important pricing, delivery, vendor, and cost-related details before approval.

Refrens for Vendor Management - upGrad Case Study

UpGradUpGrad needed a scalable way to manage vendor records, invoices, and payouts for freelance instructors without manual work. Refrens helped upload vendor and payment data, share records, and manage approvals with better visibility. This made high-volume vendor purchase and payment workflows easier to control.

Suprak TechnologiesSuprak Technologies needed a clear review process before approving high-value quotations and purchase decisions. Refrens helped them set up structured technical and commercial approvals, so every cost, margin, vendor detail, and business commitment could be reviewed before moving forward.

SportskeedaSportsKeeda needed better control over vendor submissions, approvals, and payment tracking instead of relying on emails and spreadsheets. With Refrens, they streamlined vendor invoice collection, vendor checks, multi-stage approvals, and payment visibility, making purchase-related approvals faster and easier to track.

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Purchase Approval, And Everything Around It

Record Purchase Orders & PurchasesCollect purchase requirements with item details, quantity, price, vendor details, terms and conditions, department, and supporting documents.

Inventory management with barcode scanning

OCR Scanning & Bulk UploadScan bills to create draft purchases faster. Upload multiple expenses through CSV to reduce manual entry during high-volume processing.

Custom Purchase Approval WorkflowCreate custom approval workflows to share approved POs and purchases with vendors, so every order follows the right internal or custom process.

Manual & Auto Workflow AssignmentSend purchases for approval manually or automatically route new purchases and POs into a default workflow.

Custom Status & Approval StagesCreate custom stages like new, under review, approved, rejected, or closed. Assign approvers by stage and let super approvers step in for urgent decisions.

Purchase Order Conversion & SharingConvert approved purchase orders into purchases without repeating data, and share them with vendors through email, PDF, or link.

RFQ & Vendor Quote ComparisonCollect and compare vendor quotations, pricing, delivery timelines, payment terms, and tax details before approving a purchase order or purchase.

Vendor Database & Purchase HistoryStore vendor details, GST, documents, bank details, past purchases, pricing, deliveries, and payments in one place before approving purchases.

Role-Based & Conditional ActionsControl who has access to can create, approve, edit, share, convert, cancel, download, or close purchase orders and purchases.

Comprehensive Purchase ReportsTrack purchase activity with PO reports, purchase reports, vendor reports, and payment status reports for better procurement visibility.

Accounting & Payables ConnectionConnect approved purchases and POs with accounting books, vendor reports, payable records, and financial statements without duplicate data entry.

PO, Delivery, & Invoice ReviewMatch POs, received goods, and invoices before recording a purchase. Helps catch mismatches early and avoid errors, overpayments, and disputes.

Reminders, Escalations, & NotificationsSend reminders, escalate delays, and notify users when a purchase is assigned, updated, approved, or rejected.

Activity History & Audit TrailTrack every action taken on a purchase request or PO with a clear workflow history.

Cloud & Mobile AccessReview purchase requests, approve POs, check vendor details, and track approval status from anywhere.

AI Assistant & SupportUse Freya for faster purchase, vendor, and accounting insights. Get help 24/7 through chat, email, or phone for setup, migration, and workflow setups.

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Who Is Refrens Purchase Approval Software For?

Finance and Procurement TeamsRefrens helps review purchase orders, compare vendors, approve purchases, check budgets, track GST/TDS details, and maintain clean payable records from one place.

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Inventory & Warehouse TeamsRefrens tracks what is requested, approved, ordered, received, and pending, so stock planning stays connected with purchase approvals and inventory.

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Multi-Branch & Project-Based BusinessesRefrens lets branches, sites, or project teams raise purchase orders while finance, procurement, or leadership reviews pricing, vendors, budgets, and approvals centrally.

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Trading, Distribution, & Manufacturing BusinessesRefrens helps approve stock, raw material, packaging, machinery, transport, and supply purchases before they affect inventory, payables, or accounting records.

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Businesses with Department-Wise Purchase NeedsRefrens helps teams raise purchase orders, route them to the right approvers, check vendor details, and track every request until it becomes a final purchase.

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