Template

Purchase Request → Approval → PO Draft

The Purchase Request workflow takes a purchase request from initial submission through approval to purchase order generation. AI workers extract details from attached quotes and documents, route the request to the right approver, and draft the PO once approved — reducing manual work and approval delays.

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Purchase Request → Approval → PO Template

Purchase request submitted

AI extracts detailsAI

Routed for approval

Approver reviews and decides

AI drafts POAI

PO reviewed and sent

Overview

What this workflow does

Purchase requests are one of the most common bottlenecks in growing businesses. Someone needs to buy something, but the process involves submitting details, attaching quotes, getting approval from the right person, and then creating a purchase order.

Without a system, this process lives in email threads, spreadsheets, and WhatsApp messages. Details get lost, approvals stall, and POs are created manually. This workflow structures the entire flow — from request to PO — with AI workers handling the extraction and drafting.

Workflow

How it works, step by step

Purchase request submitted

The requester submits the purchase request with all relevant details — what they need, why, and from which vendor. Quotes and supporting documents are attached.

AI extracts details AI

The Extractor Worker reads attached documents — quotes, invoices, emails — and pulls out vendor names, item descriptions, quantities, amounts, and dates into structured fields.

Routed for approval

The request is sent to the right approver based on the amount, category, department, or any other routing rules you configure.

Approver reviews and decides

The approver sees the full request with extracted details, original documents, and context. They can approve, reject, or request changes.

AI drafts PO AI

Once approved, the Drafting Worker generates a purchase order from the approved request details — vendor information, line items, amounts, and terms.

PO reviewed and sent

A team member reviews the AI-drafted PO, makes any final adjustments, and sends it to the vendor. The complete trail is logged in the workflow.

AI Workers

AI workers in this workflow

Extractor Worker — Reads attached documents and pulls structured details — vendor names, item descriptions, quantities, amounts, and dates — into workflow fields.

Drafting Worker — Generates a purchase order draft from the approved request details, ready for human review and final send.

Follow-up Worker — Sends reminders to approvers before deadlines and escalates overdue approvals to managers.

Use cases

Who uses this workflow

Finance managers overseeing purchase approvals
Procurement teams managing vendor purchases
Operations heads controlling spending across departments

See how this works in Construction, Wholesale Distribution, and Gems & Jewellery.

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FAQ

Common questions

What is a purchase request workflow?

A purchase request workflow is a structured process that takes a purchase request from submission through approval to purchase order creation. It ensures every purchase is reviewed, approved, and documented.

How does AI extract purchase details?

The Extractor Worker reads attached documents — quotes, invoices, emails — and pulls out vendor names, item descriptions, quantities, amounts, and dates into structured fields.

Can this handle multi-level approvals?

Yes. You can configure sequential approvals based on amount thresholds, departments, or any other criteria.

What documents can be attached?

Any document — PDFs, spreadsheets, images, emails. The Extractor Worker can process most common business document formats.

How is this different from ERP procurement?

ERP procurement modules are heavy, expensive, and require months of implementation. DoubleTick gives you a structured procurement workflow in minutes with AI handling the repetitive steps.