From purchase request to paid invoice, in one flow
Raise an intent, collect vendor proposals, issue the PO and record the vendor invoice, with every step on record.
- Intent raisedIT departmentApproved
- RFP published4 vendors invitedClosed
- Proposals compared3 bids receivedSelected
- Purchase orderIssued to vendorSent
- InvoiceOCR read, no duplicateTo pay
What breaks without a system
Where procurement and vendors goes wrong when it runs on email, chat groups and spreadsheets.
Quotes scattered across email
Comparing vendors means digging through attachments and forwarding threads.
POs raised after the fact
Teams buy first and ask for paperwork later, so commitments are invisible.
Invoices paid twice
Vendor bills arrive by mail and email, and duplicates slip through.
Vendor records go stale
KYC, bank details and documents are spread across folders.
What you get on day one
RFPs and proposals
Publish an RFP to chosen vendors and compare their proposals side by side.
Purchase orders
Issue POs from the accepted proposal so every commitment is on record.
Invoice OCR
Vendor invoices are read automatically before they are recorded.
Duplicate checks
Every vendor invoice is checked against earlier ones.
Vendor document drive
KYC, agreements and bank proofs stored per vendor.
From request to settlement
-
01
Intent
A team raises what it needs and why.
-
02
RFP
Procurement invites vendors to propose.
-
03
Select
Proposals are compared and one is accepted.
-
04
Order
A purchase order goes to the vendor.
-
05
Invoice
The invoice is read, checked and recorded for payment.
Before and after Billcostro
Today
- Quotes compared in email
- POs created after purchase
- Duplicate invoices paid
- Vendor documents in shared drives
With Billcostro
- RFPs and bids in one place
- POs issued from accepted proposals
- Invoices checked before payment
- One profile per vendor
Questions finance teams ask
About procurement and vendors in Billcostro. Ask us anything else in a demo.
Can vendors submit proposals online?
Yes. You publish an RFP to selected vendors, they submit proposals, and your team compares and accepts one.
Does Billcostro pay vendors?
Billcostro records payments against invoices so you have a complete trail. The transfer itself is made from your bank.
Do you integrate with Tally?
Yes. Billcostro exports claims, vendor invoices and payments as Tally Prime XML that your accounts team imports into Tally. Amounts are exported gross; GST ledgers are added in Tally.
See your own approval chain in Billcostro
In a demo we map your departments and approvers, then walk one request from start to settlement.