Procurement and finance
Your approval rules have grown out of your organisation, your compliance requirements and many individual decisions. An ERP system rarely captures them completely, so the route to the purchase order is often manual. With nexxcite it becomes a managed process: on your rules, fully documented and connected to your system of record.
What matters
Today and tomorrow
Simple cases go through the tool, exceptions go by email. After a while nobody knows all the rules any more, and that shows in the audit.
Every requisition goes through the same complete approval rules, and every approval happens in the system.
Typical processes
Purchase orders, goods receipt and accounting stay in your system of record. nexxcite takes over the steps that run on email, spreadsheets and phone calls today.
From need to purchase order: capture line items, budget and justification, have AI suggest category and cost centre if you wish, approval levels by amount, category and cost centre, and finally hand-off to the system of record. Requesters track the status themselves, without having to ask purchasing.
Self-disclosure through a portal, document checks, approval by purchasing, quality and compliance, recurring evaluation.
Matching order, delivery and invoice, including the cases where something doesn't add up.
Terms, notice and renewal periods with staged reminders. Here, a missed deadline costs money directly.
Capex requests with justification and business case, approved all the way up to the executive board.
Views on the same data show what has been ordered, what has been approved and what is still open. No separately maintained list is needed.
Low code in practice
A process almost every company knows: the purchase requisition with amount-based approval. Every step is set up in the editor without programming, and you can change it yourself later.
A form you design yourself: required fields, picklists from your master data, attachments. Which fields someone sees depends on their role.
From the description, AI suggests the commodity group and cost centre. The requester confirms or corrects. The entries become more accurate without anyone needing training.
Team leads approve up to €1,000, heads of department above that, and from €10,000 procurement as well. You can change these thresholds yourself later in the editor.
The approver gets a task and an email. If nothing happens, the platform sends reminders and escalates according to your rule. Deadlines are counted in working hours.
Once approved, the platform creates the order in the ERP system through its interface, using the values from the request. Nobody has to retype anything, and both systems show the same status.
Requesters see their case in the portal, procurement sees its analysis in the dashboard. Both are views of the same data, so nobody has to keep a separate list.
This is how a process like this takes shape in the editor.
You make later adjustments yourself in the editor.
In depth · approval level
Up to €1,000, the team lead approves. Above that, the head of department. From €10,000, purchasing as well. IT purchases always need the head of IT, whatever the amount. Capital expenditure needs the executive board. And if the approver is also the requester, it goes one level up.
Simple cases go through the tool, exceptions by email. After a while nobody knows all the rules in full, and that shows when the audit comes.
The approval level is a rule that takes account of the amount, category, cost centre, capex flag and the requester. It sits in one place and is readable. You change the thresholds yourself, without waiting for a new software version.
Because every approval happens in the system, “Who approved this, and under which rule?” is a query rather than a search through inboxes.
AI in procurement
When making changes: from now on, every order over €25,000 is also to be approved by the executive board. Purchasing makes this change in the editor. If you wish, the assistant takes over the implementation from a short description and updates the rule, workflow, role and notification as a draft. Requests already in progress are unaffected, and the change takes effect only once you approve it.
Day to day: from a requisition's description, AI suggests the category and cost centre, and the requester confirms or corrects them. The team lead can ask: “Which open requisitions over €5,000 are still waiting for my approval?” The answer comes back as a sorted list, compiled with her permissions.
Because suitable values are already suggested, data quality improves without the need for dedicated training.
In depth · invoice checking
The normal case is done quickly. What matters is what happens to the exceptions.
A monitored mailbox receives invoices and opens a case for each one, with attachment, sender and date received.
The case is matched to the purchase order, partially if need be. If quantity and amount fit, it goes straight to approval.
If something doesn't match, the case goes to whoever placed the order with a specific question and comes back with their answer. Nothing sits unnoticed.
Two independent approvals, recorded with time and person. Then the invoice goes to accounting.
Your own workspace
On nexxcite, procurement is a workspace of its own: navigation built around requisitions, suppliers, contracts and budgets, a home page with everything waiting for your approval, its own colour scheme and a procurement assistant that knows only procurement data.
Access rules reach down to the individual record: each department sees only the requisitions for its own cost centre, division heads see their division, purchasing sees everything.
Suppliers get access with an interface of their own, where they see only their own self-disclosure and their own certificates.
Integration
Approved requisitions become purchase orders in your system of record, with the values from the request.
Invoices and supplier mail from monitored mailboxes, notifications to everyone involved.
Cost centres, categories and suppliers from your system of record, synchronised on a schedule.
Objections
For everything that doesn't fit into it: rules with many exceptions, requesters without ERP access, clarification cases, supplier certificates, contract deadlines. The ERP stays in charge. nexxcite makes sure that what arrives there is complete and approved.
No. Purchase orders, goods receipt and accounting stay in your system of record. nexxcite creates no ledger entries and no balance sheet. Nor does it replace a large-scale procurement portal with electronic supplier catalogues. nexxcite takes over the steps before and alongside: from requisition to approval, the clarification cases and the deadlines, in other words everything that runs on email today.
You do. The approval level is a readable rule. A new threshold is changed in a draft, reviewed and approved, with no new software version and no consultant. Requests already in progress are unaffected.
No. You license the platform and the number of users signed in at the same time, not every person who occasionally raises a requisition.
Through its interface: once approved, the platform calls your system of record and passes on the values from the request. If the hand-off fails, this is shown on the case.
Yes, through their own access with their own role. They see only their own self-disclosure and certificates. Internal evaluations and notes don't exist for that access.
Every approval happens in the system and is recorded on the case with time, person and rule. How that fits your audit and retention requirements is something we're happy to work through on your specific case.
Live demo
The more exceptions your rule has, the further apart your current system and actual practice are. Bring your rule along. We'll build it in the demo, exceptions included.