Module 7 of 22
AvailableProcurement that brings purchase order, delivery note and invoice cleanly together
Capture purchase requisitions with an approval workflow, manage your suppliers in one central place and check goods receipts with a three-way match against purchase order and incoming invoice. The AI helper suggests suppliers for you, everything is GDPR-compliant and EU-hosted at Hetzner, and it is all included in the 49 € net/user/month all-in price.
What Procurement does
Purchase requisitions with approval workflow
Your employees create purchase requisitions directly in the module, complete with item, quantity, cost center, project and desired delivery date. The workflow routes each requisition to the right approver depending on the amount threshold and cost center. Multi-step approvals are possible too, for example team lead up to 1,000 €, division head up to 10,000 € and management above that. You store substitute rules for vacation and sickness per approver, and DARION-AI reroutes automatically. Every approval is documented in the audit trail with a time stamp and comment. Recurring orders can be saved as templates, and the AI helper suggests them again automatically when they are needed. When several requisitions go to the same supplier, DARION-AI merges the positions into one combined order, so you order once instead of four times.
Central supplier master data
You maintain your suppliers in one place, with master data, contacts, bank details, tax numbers and payment terms. Framework agreements, price lists and individual terms can be stored per supplier. The status (active, blocked, in review) controls whether new orders are possible. For each supplier you see the order history, open orders, average delivery time and complaint rate live. Compliance fields such as the supply chain declaration, data processing agreement and certificates (ISO 9001, ISO 14001) are stored with an expiry date, and DARION-AI reminds you before they expire. Supplier audits are documented right at the master record, with photo attachments and a rating score. For supplier onboarding you simply send a self-service link, and the supplier enters their master data and bank details themselves.
AI helper for supplier suggestions
When you create a purchase requisition, the AI helper suggests matching suppliers based on past orders, prices, delivery times and reliability. It learns from your decisions, runs on Qwen3, self-hosted in the EU, and no data flows out to third countries. For recurring orders the helper recognises patterns and automatically suggests the cheapest available supplier. Bottleneck items with a delivery time of over two weeks are flagged early, together with possible alternatives. Price anomalies, for example a supplier charging 30 percent more than usual, are shown directly in the approval screen before you order. You can also give the helper hard factors, such as 'only German suppliers' or 'ISO-9001 certified', and the suggestions will always respect these rules.
Three-way match: purchase order, delivery note, invoice
The classic three-way match runs automatically: each purchase order line is matched against the delivery note (goods receipt) and the incoming invoice. Deviations in quantity, price or position are colour-marked and escalated to the approval inbox. An incoming invoice is only released for payment once all three documents match or a deviation has been consciously approved. You configure tolerances per product group yourself, for example 2 percent quantity deviation for bulk goods. For every deviation the AI helper suggests right away whether it is a partial delivery, a price adjustment or a capture error, and you confirm with one click. Combined delivery notes that cover multiple orders are matched by DARION-AI position by position, so there is nothing for you to disentangle manually.
Goods receipt with mobile app
You capture goods receipts on the laptop or via the mobile app, directly at the goods receipt gate. Scan the delivery note via QR code or photo, and DARION-AI assigns the delivery to the right order. Partial deliveries are booked correctly, and the delivery status of the order updates live. The AI helper extracts positions and quantities from delivery note photos automatically, and you confirm with one click. Defects in the goods, such as breakage, wrong quantity or wrong item, are documented with a photo right at goods receipt. The complaint workflow then starts automatically and notifies the supplier and the buyer via email. The app also works offline: when the forklift driver is in the hall without WiFi, capture simply continues locally and syncs later.
Demand planning and minimum stock
For warehouse items you store a minimum stock and a replenishment time, and DARION-AI creates order suggestions automatically as soon as the minimum stock is reached. The AI helper learns seasonal fluctuations from your history and adjusts the suggestions accordingly. For just-in-time orders you can couple demand directly to projects from the PSA module: when a project starts, the required materials are suggested automatically. Pre-reservations per project prevent warehouse material from being allocated twice. Order suggestions never go out on their own, you always release them manually, so there are no unintended auto-orders. For bottleneck suppliers DARION-AI flags early that alternative supply sources should exist, so you never stay dependent on a single supplier.
Who uses this module
CEO
You need transparency over your purchasing volume and supplier structure. The dashboard in the procurement module shows you the order volume per quarter, your top suppliers by revenue, average delivery times and the share of three-way matches without deviation. Cluster risks, such as too much volume sitting with one supplier, are shown directly, and the AI helper suggests alternatives. For auditor preparation you export purchase orders, goods receipts and incoming invoices fully linked. The compliance dashboard gives you supplier compliance (certificates, DPA, supply chain declaration) at a glance, and expiring documents are marked in good time. For strategic decisions like make-or-buy analyses you deliver clean numbers to controlling: material costs per project, the hour costs of internal production and supplier prices in direct comparison, without any Excel craftwork.
Team lead
As procurement lead you steer suppliers and terms. You negotiate framework agreements, store price lists and see historical amounts, delivery reliability and complaints for each supplier. The AI helper marks suppliers whose delivery times or prices are deteriorating. For critical deliveries you activate escalation notifications, so when the expected delivery date passes you get notified automatically. For quarterly reviews you export a supplier scorecard with on-time delivery, price development and complaint rate. Purchase requisitions above your approval limit land in your inbox, with all the relevant data right at the document. And 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. Your workflow inbox shows open purchase requisitions, released orders and pending goods receipts. For each requisition the AI helper suggests matching suppliers; you choose one, check the terms and trigger the order in two clicks. At goods receipt you scan the delivery note via the mobile app, and the three-way match runs automatically in the background. When something deviates, you immediately see what's wrong and click approve, complain or query. Complaint mails to the supplier go out directly from DARION-AI, the conversation stays attached to the document, and there is no separate mail research. When a colleague is on vacation and you have to check their orders, you take over their inbox via the substitute switch without a permission request, and 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 the quantity and delivery date. That saves you half an hour per day that 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 with all modules included
Other modules in this area
Available
Assets
Asset management and tracking for SMBs and trades, with inventory, maintenance planning and lifecycle documentation. GDPR-compliant and EU-hosted at Hetzner.
Start free trial
Available
IT Management
ITIL-compliant IT service management with asset inventory, patch automation and an AI helper, built for NIS2-obligated SMBs and trades
Start free trial
Coming soon
Marketing
Multi-channel campaigns with a GDPR-compliant newsletter and lead tracking, plus an AI helper that supports segment management, send-time optimisation and automation
Coming soon
Warehouse
Inventory management with barcode scanning, stocktaking and an AI helper that supports you with goods receipt, locations, pick optimisation and automatic order suggestions
Available
Support Tickets
Ticket capture with priority, state machine and employee assignment for organisations that want to handle requests and incidents in a structured way
Start free trial
Coming soon
Meetings
Video and voice meetings with AI minutes, courses and webinars — GDPR-compliant, EU-hosted in Nuremberg, with hard tenant isolation via Row-Level Security