Lyron
Office & everyday work

Automate purchase requests and approvals

Need, cost centre, quote and approval are complete before ordering, so procurement does not have to chase missing information.

Free consultation All products

Review practical examples and time potential

Privacy considered Explicit approvals Documentation included
Current situation

Small purchases create a surprising amount of coordination

Purchase needs often start in chat or email. Product, supplier, cost centre, budget and quote are added later.

Procurement and managers answer questions, search for approvals and re-enter data. Placing the order is often the smallest part.

The solution

Complete purchase requests before ordering

The workflow guides requesters through required information, checks cost centres and thresholds, obtains approvals and hands a complete record to procurement or ERP.

Capture complete need

Item, purpose, cost centre, required date and quote are collected in a structured form.

Apply thresholds

Amount, category and cost centre determine the approval route.

Document approvals

Decision, comment and time remain traceable on the request.

Hand to procurement

Approved data moves completely to procurement, ERP or ordering queue.

How the workflow operates

From input to a reviewed result

Every step has a clear trigger, defined data and a traceable handoff. Exceptions are surfaced and routed to people instead of being hidden.

  1. 01

    Submit need

    The form requests the information required for each category.

  2. 02

    Check rules

    Required fields, budget guidance and approval level are determined.

  3. 03

    Obtain decision

    Responsible people receive all information in one approval.

  4. 04

    Prepare order

    The complete request is handed to procurement or the target system.

Systems & interfaces

Designed for your existing tool landscape

The form and approval can start in Microsoft 365 while ERP or procurement remains the authoritative destination for ordering and accounting.

Additional systems can be connected through available APIs, webhooks, file exports or controlled intermediate storage.

Microsoft Forms Teams Approvals SharePoint ERP DATEV E-Mail
Control & governance

Automation with explicit boundaries

Visible rules

Triggers, required fields, target systems and status changes are documented together before launch.

Exceptions stay with people

Supplier selection, contract review, procurement policy and unusual or high-risk purchases remain with procurement and responsible business roles.

Permissions and privacy

Access, logging and retention follow your existing roles and policies.

Implementation

Start small, test real cases, hand over cleanly

We begin with a limited process and real examples. Production scope grows only after rules, exceptions and ownership work reliably.

  • Process workshop and target design
  • Pilot with real cases
  • Acceptance, monitoring and documentation
  • 30 days of post-launch support
Frequently asked questions

What teams want to know before starting

Which systems work with automated purchase requests?
Typical connections include Microsoft Forms, Teams Approvals, SharePoint, ERP, DATEV, E-Mail. The decisive factors are a stable interface and one clearly authoritative system.
How long does implementation take?
A tightly scoped pilot is often realistic within two to four weeks. Data quality, permissions and interfaces determine the exact scope.
What happens when data is incomplete or conflicting?
The case does not continue silently. Missing details and conflicts are highlighted and routed to the responsible person with context.
Which tasks deliberately stay with the team?
Supplier selection, contract review, procurement policy and unusual or high-risk purchases remain with procurement and responsible business roles.
How can the benefit be measured?
We compare volume, handling time, errors and exceptions before and after the pilot. The example calculator on the page makes its assumptions transparent.
Related solutions

These automations extend the process

Approval workflows

Coordinate roles, reminders and escalation for business approvals.

View solution

Accounts payable automation

Supplier invoices are captured centrally, converted into structured data, checked against business rules and routed to the correct approval or accounting system.

View solution

Contract management

Track contract documents, deadlines and renewals consistently.

View solution
Practical guide

Where automated purchase requests creates value in everyday work

The workflow guides requesters through required information, checks cost centres and thresholds, obtains approvals and hands a complete record to procurement or ERP.

Three concrete operating scenarios to compare with your own process.
01

Request office supplies

Standard items and cost centre move through a simple threshold-based process.

02

Purchase software

Licence need, term, privacy and IT review are included at the right time.

03

Prepare investments

Quotes, justification and multi-stage approval remain in one record.

A strong fit when …

Recurring office tasks follow clear rules, consume small blocks of time every day and should run reliably without replacing existing systems.

  • You handle recurring purchase requests using repeatable rules.
  • The intake, target system and accountable business role can be named clearly.
  • Exceptions are allowed to remain visible and move to people deliberately.
Transparent potential estimate

Estimate time savings with your own volume

The calculator uses 18 minutes today and 6 minutes after automation as fixed example assumptions. It does not replace process analysis.

Illustrative estimate based on the visible assumptions — not a guarantee.

22Hours per month
264Hours per year
Additional measures after launch Handling time Open exceptions Manual transfers
Content reviewed on 26 July 2026 About Lyron AI

Would automated purchase requests improve your everyday work?

We review volume, current manual steps and existing systems and define a useful first workflow.

Assess potential View all products