From vendor onboarding to final payment — Sourcing Buddy unifies RFQs, quote analysis, multi-stage approvals, purchase orders, GRNs, vendor invoices and contracts on one SAP-connected platform with an AI co-pilot for procurement teams.
One unified platform connecting every node of your procurement operation — from the first vendor introduction to the final invoice paid.
Look closely — the four dots in the Sourcing Buddy mark are the four phases of source-to-pay. The lines connecting them are how the platform actually works: every action flows into the next.
Every step in the procurement cycle lives inside Sourcing Buddy with full audit trail, role-based approvals and SAP write-back where needed. No spreadsheets, no email chains, no orphaned data.
Each module is purpose-built for procurement — but they share the same vendor master, item master, approvals engine and audit log. You stop reconciling, you start operating.
A centralised directory of all approved vendors with performance scorecards, contact details, category tags and geo-location mapping.
Side-by-side comparison of vendor quotes with price trend charts, spider map visualisation and historical quote tracking.
Upload any vendor quote PDF or image — the AI reads it, extracts structured fields (item, qty, price, lead time) and imports to your workflow in one click.
Inventory Management System with SAP snapshot sync, WAMC/WADC formula engine, ROL/ROQ calculations and colour-coded risk views.
Multi-stage approval workflows with configurable templates, email notifications, vendor intake forms and full status tracking.
Automate SAP data pulls with pg_cron-powered schedules. Configure sync frequency, monitor job status and receive alerts on failures.
Public self-registration link, KYC document capture (PAN, GST, MSME, ISO) with expiry tracking, and auto-onboarding from approved workflows. Source provenance tracked on every vendor.
Multi-vendor RFQs with searchable typeahead picker, multi-round negotiation, sealed-bid mode with reveal events, vendor reminders, and a Q&A side-channel — all token-secured for vendors without a portal account.
Raise POs from RFQs or contracts, route through configurable approvals, send to vendors for digital acknowledgement, and amend with full version history above your threshold.
Post inward GRNs with quality-hold and landed-cost capture. Vendor invoices auto-match to PO + GRN with configurable qty/price tolerances. Cash-discount and per-line rejection built in.
Long-running supply contracts with line-item pricing, validity windows, draft → active → terminated lifecycle and direct PO link-up. Blanket POs for recurring purchases without re-negotiation.
Real-time spend KPIs, monthly trend, top-vendor Pareto, top-category and top-item lists. Sourcing Snapshot tile-board surfaces KYC expiring, contracts ending and aging MR/RFQ at a glance.
Share a per-tenant registration URL on your buyer portal, in supplier emails, or with your sourcing team. Vendors fill in details, upload KYC docs, and enter your workflow. Once final-approved, they land in your vendor master automatically with a "Workflow" source badge — no double entry.
Each company gets a unique URL. Disable, rotate or revoke from the onboarding queue any time.
PAN, GST, MSME, ISO and custom doc types — every doc carries an expiry date that surfaces on the dashboard.
The instant a workflow hits final approval, the vendor record is created — idempotent, traceable, source workflow.
Pick vendors from a searchable typeahead with classification badges, send RFQs in seconds, run as many rounds as you need, lock sealed bids until reveal — and watch quotes come back as parsed JSON via the AI extractor or vendor self-entry. Every round, every comment, every change is audit-logged.
Filter by classification, region or last-purchase date. Selected vendors show as removable chips with strategic-vendor badge.
Open negotiation rounds with parent → child traceability, or run sealed-bid mode where prices stay hidden until reveal.
Vendors can email back a PDF — the extractor parses items, qty, price, lead time, currency & landed-cost into the comparison sheet.
Issue POs, capture inward GRNs with quality holds and landed costs, post vendor invoices, and let the engine 3-way match — all the way to payment-ready, with company-tunable tolerances. Multi-currency invoices freeze their FX rate at posting so reporting always reconciles.
Per-company qty & price tolerance % drives auto-pass / hold-for-review on every invoice line.
Post a GRN with partial reject reason, allocate freight/customs/duty across lines, feed accurate inventory cost.
FX-rate snapshot at PO and at invoice. Cash-discount % / days / amount tracked per invoice.
No vendor accounts to provision, no passwords to reset. Issue a magic link by email, the vendor confirms an OTP, and they get a time-bounded session showing only what you've shared. Every access is logged.
Once a PO is approved, every downstream document is linked: GRN posts against the PO, the vendor invoice matches against PO + GRN, and a 3-way match runs on company-configured tolerances. Mismatches are flagged before payment ever leaves the building.
Per-company qty and price tolerance percentages. Out-of-tolerance lines are flagged for buyer review, never silently approved.
Mark a portion of any GRN line as "on hold" pending QC. Landed costs split across lines weighted by value or quantity.
Vendor payment terms with discount windows tracked at invoice level — surface "pay before X to save Y" alerts proactively.
Long-term contracts with line-item pricing and validity windows mean buyers never have to re-negotiate the same item twice. Every PO drawn against the contract counts toward consumption — and Spend Analytics shows you exactly where the money flowed by vendor, category and item.
Contracts hold a row per item with agreed unit price, validity from–to and minimum order quantity. PO defaults pull straight from the contract.
See the 20% of vendors taking 80% of spend. Drill into any vendor for monthly trend, top items and PO list.
One dashboard. KYC docs expiring, contracts ending, MR/RFQ aging buckets, MTD spend, and pending vendor-portal refreshes — all live tiles.
No vendor login required. A magic-link + email-OTP gives any vendor secure access to view their POs, acknowledge receipt, see delivery dates, respond to RFQs and upload KYC docs — without a single account creation step.
Sourcing Buddy connects directly to your SAP system via a secure RFC connector. Inventory snapshots, consumption data, item master and vendor records sync automatically — multi-tenant by design, so each customer brings their own SAP without sharing connections.
Configure SAP Connection →Item master, vendor master, inventory snapshots, consumption and GRN data from Materials Management.
Choose per data-source whether each module is "managed by connector" or manual — switch any time without redeploys.
pg_cron automated pulls every 30 minutes or configured to your business frequency. Status & failure alerts built in.
Force a live sync at any time from the Syncs dashboard — results appear in under 60 seconds.
Multi-tenant isolation, fine-grained permissions, audit trail on every action, and approval engines designed for real org charts — not single-team toys.
Every query scoped by company_id. Each tenant brings their own SAP, SMTP and OAuth — zero cross-tenant data leakage.
Define your own roles. View / Create / Edit / Delete per module. Superadmin, admin, manager, member out of the box.
TOTP + email 2FA. Google OAuth single sign-on at the company level. Email-OTP magic links for vendor portal.
Multi-stage rules with OR-groups, delegations, escalations, document-numbering series and per-doc-type configuration.
Open Sourcing Buddy, connect your SAP, and run your first RFQ to PO inside the same day. No data migration, no rip-and-replace.