Module 7 of 16
Procurement that brings purchase order, delivery note and invoice cleanly together
Capture purchase requisitions with approval workflow, manage suppliers centrally and check goods receipts via three-way match against purchase order and incoming invoice. AI helper for supplier suggestions, GDPR-compliant and EU-hosted at Hetzner — all included in the 49 € net/user/month all-in.
What Procurement does
Purchase requisitions with approval workflow
Employees create purchase requisitions directly in the module, with item, quantity, cost center, project and desired delivery date. The workflow routes the requisition to the right approver depending on amount threshold and cost center. Multi-step approvals are possible, e.g. team lead up to 1,000 €, division head up to 10,000 €, management above. Substitute rules for vacation and sickness you store per approver, DARION-AI reroutes automatically. Every approval is documented with time stamp and comment in the audit trail. Recurring orders you save as a template, the AI helper suggests them again automatically when needed. For combined orders across multiple requisitions, DARION-AI merges positions automatically, you order once instead of four times from the same supplier.
Central supplier master data
Suppliers you maintain with master data, contacts, bank details, tax numbers and payment terms in one place. Store framework agreements, price lists and individual terms per supplier. The status (active, blocked, in review) controls whether new orders are possible. For each supplier you see order history, open orders, average delivery time and complaint rate live. Compliance fields like supply chain declaration, data processing agreement and certificates (ISO 9001, ISO 14001) you store with expiry date, DARION-AI reminds before expiry. Supplier audits you document at the master record with photo attachments and rating score. For supplier onboarding you send a self-service link, the supplier enters master data and bank details themselves.
AI helper for supplier suggestions
When creating a purchase requisition, the AI helper suggests matching suppliers based on past orders, prices, delivery times and reliability. Learns from your decisions — Mistral-based, EU-hosted, no data outflow to third countries. For recurring orders the helper recognises patterns and automatically suggests the cheapest available supplier. For bottleneck items (delivery time over two weeks) it marks this early and suggests alternatives. Price anomalies (supplier charges 30 percent more than usual) are shown directly in the approval mask before you order. You can give the helper hard factors (e.g. 'only German suppliers' or 'ISO-9001 certified'), the suggestions then always respect these rules.
Three-way match: purchase order, delivery note, invoice
The classic three-way match runs automatically: purchase order line is matched against delivery note (goods receipt) and incoming invoice. Deviations in quantity, price or position are colour-marked and escalated to the approval inbox. The incoming invoice is only released for payment when all three documents match or a deviation is consciously approved. Tolerances per product group (e.g. 2 percent quantity deviation for bulk goods) you configure yourself. The AI helper directly suggests for deviations whether it's a partial delivery, price adjustment or capture error — you confirm in one click. For combined delivery notes covering multiple orders, DARION-AI matches position-precise, you don't have to disentangle anything manually.
Goods receipt with mobile app
Goods receipts you capture on the laptop or via mobile app directly at the goods receipt gate. Scan the delivery note via QR code or photo, DARION-AI assigns the delivery to the order. Partial deliveries are correctly booked, the delivery status of the order updates live. The AI helper extracts positions and quantities from delivery note photos automatically, you confirm in one click. Defects in goods (breakage, wrong quantity, wrong item) you document directly with photo at goods receipt, the complaint workflow starts automatically and notifies the supplier and the buyer via email. The app works offline — when the forklift driver is in the hall without WiFi, capture continues locally and syncs later.
Demand planning and minimum stock
For warehouse items you store minimum stock and replenishment time. DARION-AI creates order suggestions automatically as soon as the minimum stock is reached. Seasonal fluctuations the AI helper learns from history and adjusts suggestions. For just-in-time orders you couple demand directly to projects from the PSA module — when a project starts, required materials are suggested automatically. Pre-reservations per project prevent warehouse material from being double-allocated. Order suggestions never go out automatically, you always release them manually — no unintended auto-orders. For bottleneck suppliers DARION-AI marks early that alternative supply sources should exist, so you don't stay dependent on a single supplier.
Who uses this module
CEO
You need transparency over purchasing volume and supplier structure. In the procurement module you see in the dashboard order volume per quarter, top suppliers by revenue, average delivery time and share of three-way matches without deviation. Cluster risks (too much volume with one supplier) are shown directly, the AI helper suggests alternatives. For auditor preparation you export purchase orders, goods receipts and incoming invoices linked completely. Supplier compliance (certificates, DPA, supply chain declaration) you see in the compliance dashboard at a glance, expiring documents are marked on time. For strategic decisions like make-or-buy analyses you deliver clean numbers to controlling — material costs per project, hour costs of internal production and supplier prices in direct comparison, without Excel craftwork.
Team lead
As procurement lead you steer suppliers and terms. You negotiate framework agreements, store price lists and see per supplier historical amounts, delivery reliability and complaints. The AI helper marks suppliers whose delivery times or prices are deteriorating. For critical deliveries you activate escalation notifications: when the expected delivery date passes, you get a notification automatically. For quarterly reviews you export a supplier scorecard with on-time delivery, price development and complaint rate. Purchase requisitions above your approval limit you see in the inbox, with all relevant data right at the document. For award decisions across multiple offers you compare price, delivery time, terms and historical reliability in a matrix view directly in the module.
Employee
You're a clerk in procurement. In the workflow inbox you see open purchase requisitions, released orders and pending goods receipts. For each requisition the AI helper suggests matching suppliers, you choose, check terms and trigger the order in two clicks. At goods receipt you scan the delivery note via mobile app, the three-way match runs automatically in the background. For deviations you immediately see what's wrong — you click approve, complain or query. Complaint mails to the supplier go directly from DARION-AI, the conversation hangs at the document, no separate mail research. When a colleague is on vacation and you have to check their orders, you take over their inbox via substitute switch without permission request, the change is documented in the audit trail. For frequently recurring purchase requisitions you save personal templates, so in the order process you only adjust quantity and delivery date — that saves half an hour per day you otherwise spent on copy-paste from old orders.
Connects with
DATEVLexwareMicrosoft 365OutlookSevdesk
Frequently asked questions
Ready for DARION-AI Procurement?
49 € net/user/month — all modules included
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