IT Procurement System · Available now

Trace an IT purchase from request to receipt.

IT Procurement System organizes an IT purchase around a purchase request. A Buyer records the subject, required date, requested USD amount, budget code, owner and supplier.

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OverviewPurchase request worklist

IT Procurement System · Purchase requests

Purchase request worklist

Purchase requests in one list

New purchase request

Purchase requests in view

Total requested amount USD

3,040

Draft

Submitted

Draft2

Replace design team laptopsPinecrest Software House

680

02 Nov

Order warehouse handheld scannersSummit Office Technology

400

27 Oct

Add

Submitted2

Renew endpoint protection licensesBlue Ridge Computing

610

30 Oct

Expand backup storage capacityBlue Ridge Computing

490

20 Oct

Add

Approved1

Add meeting room video kitPinecrest Software House

13 Oct

Add

Ordered1

Upgrade branch network switchesMorrow Storage Works

780

11 Oct

Add

Replace design team laptopsPurchase requests · PR-11481

Draft

Required by02 Nov

Requested amount USD680

OwnerJorge Alvarez

CounterpartyPinecrest Software House

Review requestPR-11481 · Replace design team laptops

Purchasing Approver decides whether the submitted revision is approved, rejected or returned.

Waiting for Purchasing Approver

ApproveReturn

Example screen with sample data

Tables, ready to use: 10
Saved views: 13
Roles with set permissions: 5
Reports and dashboards: 8

Features

IT purchasing work by request

Every feature works on the same records. Pick one to see the screen your team works in.

Purchase requests

See each IT purchase from request through order and receipt.

Ownership
Record context
Evidence

Purchase requests
Purchase lines
Organizations
Team members
Suppliers

Explore purchase requests

OverviewRequests awaiting review

IT Procurement System · Purchase requests

Requests awaiting review

Approval conditions

New

Record number	Subject	Revision	Requested amount USD	Counterparty	Required by
PR-16506	Replace design team laptops	340	660	Morrow Storage Works	20 Oct
PR-17767	Renew endpoint protection licenses	800	880	Blue Ridge Computing	30 Oct
PR-22956	Add meeting room video kit	510	750	Morrow Storage Works	14 Oct
PR-52932	Upgrade branch network switches	690	960	Cedar Gate Networks	04 Nov
PR-51892	Order warehouse handheld scanners	760	250	Northstar Device Supply	17 Oct

6 of 6 records

Replace design team laptopsPurchase requests · PR-16506

Submitted

Revision340

Requested amount USD660

CounterpartyMorrow Storage Works

Required by20 Oct

Example screen with sample data

Asset requests

Keep device needs attached to their purchase request.

Ownership
Record context
Evidence

Asset requests
Purchase requests
Organizations

Explore asset requests

OverviewAsset requests awaiting review

IT Procurement System · Asset requests

Asset requests awaiting review

Approval conditions

New

Parent	Device class	Requested units	Security review	Requested at	Status
Order warehouse handheld scanners	Business laptop	140	Approved for managed endpoint use	16 Oct	Submitted
Renew endpoint protection licenses	Network switch	450	Encryption controls under review	27 Oct	Submitted
Expand backup storage capacity	Handheld scanner	690	Network segmentation approved	18 Oct	Submitted
Replace aging wireless access points	Video conferencing unit	140	Firmware support date confirmed	03 Nov	Submitted
Order warehouse handheld scanners	Desktop monitor	450	Vendor data access prohibited	16 Oct	Submitted

6 of 6 records

Business laptopAsset requests · AR-46760

Submitted

ParentOrder warehouse handheld scanners

Requested units140

Security reviewApproved for managed endpoint use

Requested at16 Oct

Example screen with sample data

Supplier records

Keep supplier identity and eligibility beside purchasing work.

Ownership
Record context
Evidence

Suppliers
Organizations
Purchase requests

Explore supplier records

OverviewSupplier directory

IT Procurement System · Supplier records

Supplier directory

Suppliers

New

Name	Code	Contact name	Address	Eligibility note	Organization
Northstar Device Supply	NDS-001	Elena Marquez	118 Willow Street, Reno, NV	Approved hardware supplier through 2027	Juniper Vale Services LLC
Cedar Gate Networks	CGN-014	Devon Price	42 Harbor Lane, Portland, OR	Insurance certificate verified	Juniper Vale Holdings LLC
Pinecrest Software House	PSH-022	Rina Shah	260 Pine Road, Boise, ID	Security questionnaire accepted	Juniper Vale Canada Ltd.
Harborline AV Systems	HAV-008	Marcus Iyer	15 Summit Way, Tacoma, WA	Payment terms reviewed in September	Juniper Vale Holdings LLC
Blue Ridge Computing	BRC-031	Talia Brooks	901 Cedar Avenue, Salem, OR	Warranty service coverage confirmed	Juniper Vale Retail LLC

6 of 6 records

Northstar Device SupplySuppliers · SPP-25208

CodeNDS-001

Contact nameElena Marquez

Address118 Willow Street, Reno, NV

Eligibility noteApproved hardware supplier through 2027

OrganizationJuniper Vale Services LLC

Example screen with sample data

Review decisions

Record the person, revision, outcome and reason behind a purchase decision.

Ownership
Record context
Evidence

Review decisions
Purchase requests
Team members

Explore review decisions

OverviewReview decision register

IT Procurement System · Review decisions

Review decision register

Review decisions

New

Parent	Reviewer	Source revision	Decision	Decided at	Reason
Expand backup storage capacity	Oliver Chen	650	Approve	20 Oct	Device refresh is in approved budget
Upgrade branch network switches	Malik Johnson	410	Return	12 Oct	Quote exceeds department limit
Renew endpoint protection licenses	Nina Kapoor	410	Approve	17 Oct	Existing stock covers request
Expand backup storage capacity	Beatriz Lima	870	Return	20 Oct	Security controls meet policy
Order warehouse handheld scanners	Amelie Dubois	140	Approve	18 Oct	Delivery evidence is incomplete

6 of 6 records

Device refresh is in approved budgetReview decisions · RD-19085

Approve

ParentExpand backup storage capacity

ReviewerOliver Chen

Source revision650

Decided at20 Oct

Operation keylaptops-approval-1842

Example screen with sample data

Purchase lines

Compare what was requested with what was accepted.

Ownership
Record context
Evidence

Purchase lines
Purchase requests

Explore purchase lines

OverviewOrdered requests

IT Procurement System · Purchase lines

Ordered requests

Purchase requests

New

Record number	Subject	Order reference	Counterparty	Required by	Requested amount USD
PR-35178	Replace design team laptops	PO 2026-1842	Summit Office Technology	03 Nov	890
PR-25896	Renew endpoint protection licenses	PO 2026-1851	Summit Office Technology	15 Oct	570
PR-36639	Add meeting room video kit	PO 2026-1864	Summit Office Technology	28 Oct	400
PR-32898	Upgrade branch network switches	PO 2026-1870	Pinecrest Software House	01 Nov	200
PR-50009	Order warehouse handheld scanners	PO 2026-1888	Northstar Device Supply	19 Oct	490

6 of 6 records

Replace design team laptopsPurchase requests · PR-35178

Ordered

Order referencePO 2026-1842

CounterpartySummit Office Technology

Required by03 Nov

Requested amount USD890

Example screen with sample data

Evidence and receipts

Read attachments, decisions and guarded action outcomes in one request context.

Ownership
Record context
Evidence

Record attachments
Operation receipts
Review decisions
Purchase requests
Team members

Explore evidence and receipts

OverviewReceipt exceptions

IT Procurement System · Evidence and receipts

Receipt exceptions

Operation receipts

New

Parent	Operation key	Action	Expected revision	Result state	Occurred at
Upgrade branch network switches	laptops-approval-1842	Approve purchase request	430	Failed	04 Nov
Upgrade branch network switches	licenses-renewal-1851	Reject duplicate request	590	Needs review	27 Oct
Purchase support desk monitors	av-kit-order-1864	Submit supplier order	590	Pending	20 Oct
Order warehouse handheld scanners	switches-review-1870	Record delivery evidence	510	Failed	04 Nov
Upgrade branch network switches	scanners-receipt-1888	Request security review	180	Needs review	21 Oct

6 of 6 records

laptops-approval-1842Operation receipts · OR-85739

Failed

ParentUpgrade branch network switches

ActionApprove purchase request

Expected revision430

Occurred at04 Nov

Failure reasonBudget owner has not approved

Example screen with sample data

Process

From request to accepted delivery

IT purchase request to receipt ships ready to use. One step needs a named approval before the work moves on: Review request (Purchasing Approver).

Drag a card to another stage, or focus it and use the arrow keys. It updates to match the stage.

Prepare request

Capture the owner, supplier, required date, amount and items for an IT need.

Replace design team laptopsPR-11481 · Buyer
Prepare requestBy Buyer
Submit request

Mark the checked request Submitted for an independent purchasing decision.

Replace design team laptopsPR-11481 · Buyer
Submit requestBy Buyer
Review request

Purchasing Approver records the outcome and reason against the submitted revision.

Replace design team laptopsPR-11481 · Purchasing Approver
Review requestBy Purchasing Approver
ApprovalPurchasing Approver decides whether the submitted revision is approved, rejected or returned.
Place order

Record the order reference on an approved request.

Replace design team laptopsPR-11481 · Buyer
Place orderBy Buyer
Record receipt

Compare accepted quantities and dates on the lines with delivery evidence on the request.

Replace design team laptopsPR-11481
Record receipt
Reconcile outcome

Compare operation results with the parent request before a follow-up action.

Replace design team laptopsPR-11481 · Purchasing Approver
Reconcile outcomeBy Purchasing Approver

Start with Request preparation

Inside a record

Plan each external handoff

Open any purchase request to see its asset requests, the roles that work on it, its process stages and its approvals on one page.

1
Record details
Required by, Requested amount USD, Owner and Counterparty.
2
Asset requests
Each line is linked to this purchase request.
3
Who works on it
Buyer and Admin, each with their own permissions.
4
Process stages
Prepare request and Place order, with the role that acts.
5
Approvals
Review request, with who decides.

Purchase request worklistReplace design team laptops

IT Procurement System · Purchase requests

Replace design team laptops

Pinecrest Software House · Draft

Log activity

Record details

Required by02 Nov

Requested amount USD680

OwnerJorge Alvarez

CounterpartyPinecrest Software House

Asset requests

Replace design team laptops

Parent	Device class	Requested units
Order warehouse handheld scanners	Business laptop	140
Renew endpoint protection licenses	Network switch	450
Expand backup storage capacity	Handheld scanner	690

Asset requests: 6
Total requested units: 2,220

Who works on it

BuyerManage asset requests, purchase requests, record attachments
AdminManage Users, Organizations, team members

Process stages

Prepare requestBuyer
Place orderBuyer

Approvals

Review requestPurchasing Approver
Approved

Example screen with sample data

Approvals

Decisions tied to a revision

Read the submitted revision and record an independent decision with a reason.

OverviewApprovals

IT Procurement System · Overview

Approvals

Signed in as Purchasing Approver

Waiting for you

4 To review1 Overdue2 Decided todayOnly mine

0 selectedApproveReturn

PR-16506Replace design team laptops
Morrow Storage WorksRequested by Buyer
Submitted2dActions
PR-17767Renew endpoint protection licenses
Blue Ridge ComputingRequested by Buyer
Submitted3dActions
PR-22956Add meeting room video kit
Morrow Storage WorksRequested by Buyer
Submitted4dActions
PR-52932Upgrade branch network switches
Cedar Gate NetworksRequested by Buyer
Submitted6dActions

Who approves what

	Decision	Approver
	Review requestPurchasing Approver records the outcome and reason against the submitted revision.	Purchasing Approver

1 approval rule · set per role in Proto

Example screen with sample data

Who can approve what

Roles

A workspace for each role

Everyone opens IT Procurement System to the work that is theirs. Pick a role to see what it starts with.

Buyer

Prepare assigned operational records and execute eligible reviewed actions.

This is the first screen this role sees.

OverviewAsset requests awaiting review

Asset requests awaiting review

Asset requests · Buyer

Parent	Device class	Requested units	Security review	Requested at	Status
Order warehouse handheld scanners	Business laptop	140	Approved for managed endpoint use	16 Oct	Submitted
Renew endpoint protection licenses	Network switch	450	Encryption controls under review	27 Oct	Submitted
Expand backup storage capacity	Handheld scanner	690	Network segmentation approved	18 Oct	Submitted
Replace aging wireless access points	Video conferencing unit	140	Firmware support date confirmed	03 Nov	Submitted
Order warehouse handheld scanners	Desktop monitor	450	Vendor data access prohibited	16 Oct	Submitted

6 of 6 records

Example screen with sample data

Purchasing Approver

Review eligible revisions independently and reconcile operational evidence.

This is the first screen this role sees.

OverviewRequests awaiting review

Requests awaiting review

Purchase requests · Purchasing Approver

Record number	Subject	Revision	Requested amount USD	Counterparty	Required by
PR-16506	Replace design team laptops	340	660	Morrow Storage Works	20 Oct
PR-17767	Renew endpoint protection licenses	800	880	Blue Ridge Computing	30 Oct
PR-22956	Add meeting room video kit	510	750	Morrow Storage Works	14 Oct
PR-52932	Upgrade branch network switches	690	960	Cedar Gate Networks	04 Nov
PR-51892	Order warehouse handheld scanners	760	250	Northstar Device Supply	17 Oct

6 of 6 records

Example screen with sample data

Auditor

Read authorized evidence and reports.

This is the first screen this role sees.

OverviewRequests awaiting review

Requests awaiting review

Purchase requests · Auditor

Record number	Subject	Revision	Requested amount USD	Counterparty	Required by
PR-16506	Replace design team laptops	340	660	Morrow Storage Works	20 Oct
PR-17767	Renew endpoint protection licenses	800	880	Blue Ridge Computing	30 Oct
PR-22956	Add meeting room video kit	510	750	Morrow Storage Works	14 Oct
PR-52932	Upgrade branch network switches	690	960	Cedar Gate Networks	04 Nov
PR-51892	Order warehouse handheld scanners	760	250	Northstar Device Supply	17 Oct

6 of 6 records

Example screen with sample data

Roles and permissions

Reports

Questions your records can answer

Answer purchasing questions from requests, decisions, lines and receipts.

Overview

IT Procurement System · Overview

IT Procurement System dashboard

This quarter

Asset requests in view

Total requested units

2,220

Submitted

Purchase requests by status

How far records got this quarter

Stage	Reached	Step
Draft	35
Submitted	10	29%
Approved	4	40%
Ordered	2	50%

Requested amount USD by status

Sample totals per stage

-2000Draft

-5000Submitted

-2000Approved

-5000Ordered

-6000Received

Example screen with sample data

All reports and dashboards

Who it's for

IT buying for different teams

See how IT Procurement System fits your kind of team.

Internal IT purchasing

Use IT purchasing records to manage internal it purchasing.

Multi-entity purchasing

Use IT purchasing records to manage multi-entity purchasing.

Equipment refresh programs

Use IT purchasing records to manage equipment refresh programs.

Controls

Review the outcome before continuing

Each stage of it purchase request to receipt names the role that acts and the status it records, so a change is never anonymous.

OverviewIT purchase request to receipt

IT Procurement System · Process

IT purchase request to receipt

Each stage, the role that acts and the status it records

Process stages

Approval steps

Roles involved

Tables touched

Submit request

Buyer

StatusDraft → Submitted

Review requestApproval

Purchasing Approver

StatusSubmitted → Approved

RecordsReview decisions

Place order

Buyer

StatusApproved → Ordered

RecordsPurchase requests

IT purchase request to receipt

Start
Submit requestDraft → Submitted
Buyer
Approval
Review requestSubmitted → Approved
Review decisions
Step
Place orderApproved → Ordered
Purchase requests
Step
Record receiptOrdered → Received
Record attachments
Step
Close asset requestApproved → Completed
Asset requests

Example screen with sample data

See each stage in detail

AI agent

Let Proto prepare the case

Use Proto to prepare and inspect IT purchasing work with human review.

It can

Buyer: Prepare a request with owner, supplier, amount, required date and linked lines for the Buyer to check.
Purchasing Approver: Gather the submitted revision, supplier eligibility note, asset context and prior decisions for a human review.
Auditor: Find the review decision, attachments and operation outcome associated with a request number.

Stays with a person

Proto can organize the records and show differences.
The Purchasing Approver decides whether to approve, reject or return a request.
A person also checks a failed operation outcome against the parent request before another external action.
Usage is metered under the ERP.AI account.

Set up an agent

agent · it procurement system

Show my submitted IT purchase requests due soon.

For this request number, show the reviewer decision and its source revision.

Show failed operation receipts with their parent request and failure reason.

Proto can organize the records and show differences.

Integrations

Connects to the tools you use

Set up connections through ERP.AI and Proto workflows, with every change logged.

IT Procurement System
Platform accounts
Supplier channel
Invoice system

Data model

Your data, in tables you can change

Every record lives in a table you can see, extend and export. Add fields or whole tables in Proto.

Browse all 10 tables

10tables

Purchase requests5
Asset requests3
Supplier records3
Review decisions3
Purchase lines2
Evidence and receipts5

Implementation

Roll out one team at a time

Start with one team and one process, then add the rest once the basics are running.

Set organization scope
App Administrator enters the organization, active team membership and supplier records used in the first cycle.
Prepare a real request
Buyer enters an IT purchase with required date, requested USD amount, supplier and owner. Check its linked purchase lines. Add an asset request for a device purchase.
Rehearse review
Purchasing Approver records a reasoned decision against the submitted revision. Check the reviewer and source revision.
Rehearse delivery
Buyer records an order reference and attachments. Compare accepted quantities on the lines with the delivery. Inspect any operation receipt that needs review.
Review access
Auditor reads the authorized case; App Administrator checks cross-organization access with the team.

Read the implementation plan

Pricing

$0per user

The base account and everyday work in the ERP.AI app are free, for every user.

No per-user or per-seat fees
Viewing, editing, approving and exporting records in the app is free
Pay only for machine work: API calls, imports, workflows and AI agents
Prepaid credits from $5. Purchased credits never expire

Pricing details

Machine work rate card Included per $1 of credit

Machine work rate card
Usage	Per $1
Record reads (list, filter, get)	20,000
Search or aggregate queries	4,000
Record writes	4,000
Imported or synced records	200,000
Workflow runs	2,000
AI agent runs	2,000
Scheduled jobs or webhooks	20,000
File uploads (MB)	2,000
CSV or PDF exports	100

FAQ

Questions, answered

Scope, rollout and pricing for IT Procurement System.

All questions

How do I get started?

Click Get started, then use Proto to configure IT Procurement System for your business. Begin with one organization, one supplier, a Buyer and a Purchasing Approver, then rehearse a request through decision and receipt.

Who prepares a purchase request?

Buyer prepares the assigned request with an owner, supplier, required date and amount. The linked purchase lines show the items and quantities.

How is an approval recorded?

Purchasing Approver records a review decisions outcome with the source revision, reason and decision time. Compare it with the submitted request before placing an order.

Can a request include an IT device need?

Yes. Link an asset requests record to its parent purchase request and record device class, requested units and the security review note.

Where is the supplier information kept?

Suppliers hold the organization, contact, address and eligibility note. App Administrator maintains the supplier record.

How do we record partial delivery?

Use the accepted quantity and acceptance date on each purchase lines record to reconcile a partial delivery. Keep delivery evidence on the parent request.

What happens to a failed operation?

The operation receipts record retains its action, expected revision, result and failure reason. Purchasing Approver compares it with the parent request before deciding the next action.

Can an attachment be shared?

Record attachments have Internal and Shared visibility settings. Choose the setting with the uploader when attaching the file.

How do we inspect earlier decisions?

Review decisions retain the reviewer, reason, source revision and decision date under the parent request. Auditor can read authorized evidence.

Set up IT Procurement System your way.

Start free, then use Proto to change fields, steps and approvals before your team goes live.

Start now Download Proto

How to get started

Find your application

Trace an IT purchase from request to receipt.

Purchase request worklist

IT purchasing work by request

Purchase requests

Requests awaiting review

Asset requests

Asset requests awaiting review

Supplier records

Supplier directory

Review decisions

Review decision register

Purchase lines

Ordered requests

Evidence and receipts

Receipt exceptions

From request to accepted delivery

Prepare request

Submit request

Review request

Place order

Record receipt

Reconcile outcome

Plan each external handoff

Replace design team laptops

Replace design team laptops

Who works on it

Process stages

Approvals

Decisions tied to a revision

Approvals

Waiting for you

Who approves what

A workspace for each role

Buyer

Asset requests awaiting review

Purchasing Approver

Requests awaiting review

App Administrator

Purchase request worklist

Auditor

Requests awaiting review

Admin

Questions your records can answer

IT Procurement System dashboard

Purchase requests by status

Requested amount USD by status

IT buying for different teams

Internal IT purchasing

Multi-entity purchasing

Equipment refresh programs

Review the outcome before continuing

IT purchase request to receipt

Let Proto prepare the case

It can

Stays with a person

Connects to the tools you use

Your data, in tables you can change

Roll out one team at a time

Set organization scope

Prepare a real request

Rehearse review

Rehearse delivery

Review access

Machine work rate card Included per $1 of credit

Questions, answered

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Vendor Management System

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Set up IT Procurement System your way.

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