Every purchase authorised, documented, matched
Livestork replaces verbal approvals and informal purchasing with a structured workflow: request → approval → PO → GRN → invoice → payment. Every step traceable.
A real look at three-way match status
Three-Way Match · PO-2026-0417
AgriFeed Nigeria Ltd · 3 line items
Layer Feed Concentrate 50kg
MatchedPO Qty
200 bags
GRN Qty
200 bags
Invoice Qty
200 bags
Vaccine — ND Lasota
ExceptionPO Qty
5,000 doses
GRN Qty
5,000 doses
Invoice Qty
4,800 doses
Invoice qty short of GRN by 200 doses
Poultry Vitamin Premix 25kg
ExceptionPO Qty
40 bags
GRN Qty
36 bags
Invoice Qty
40 bags
Invoice billed for 4 bags not received
The complete purchase-to-payment cycle
Six structured steps from purchase request to supplier payment, with mandatory approvals and automated document generation at each stage.
Purchase request
Any authorised staff member raises a purchase request for goods or services, specifying quantity, supplier, and urgency. No verbal requests, no scraps of paper.
HOD approval
Approval requiredThe head of department reviews and approves or rejects the request. Rejection requires a reason. Approval triggers the next step automatically.
Finance verification
Approval requiredFinance confirms the requested spend is within budget and the supplier account is in good standing before the purchase order is raised.
Purchase order issued
AutomatedThe approved PO is raised against the supplier. Livestork generates a formatted PO that can be sent directly to the supplier.
Goods received note
Inventory updatedWhen goods arrive, the store keeper raises a GRN against the PO, confirming quantities received. Any shortfall or damage is noted. Inventory updates immediately.
Invoice matching & payment
Supplier invoices are matched against the GRN and PO. Three-way match ensures you only pay for what was ordered and received. Payment is scheduled through accounts payable.
What the procurement module includes
Configurable approval chains
Set up to five approval steps per purchase category. Configure spending limits per approver level.
Purchase requests
Staff raise structured requests: no verbal approvals, no untracked spend.
Purchase order generation
Approved requests convert to purchase orders automatically with supplier and product details pre-filled.
Goods received notes
Match received goods against PO line items. Shortfalls and quality issues are documented at receipt.
Supplier management
Maintain a supplier register with contact details, payment terms, and purchase history.
Three-way invoice matching
PO quantity → GRN quantity → Invoice quantity. Discrepancies are flagged before payment is authorised.
Zero
Unauthorised purchases through the system
Full
Audit trail from request to payment
Auto
Three-way match before any invoice is posted
Common questions
How many approval steps can I configure?
Livestork supports up to five sequential approval steps per procurement workflow. Each step can be assigned to a specific role, user, or department. Spending thresholds can trigger additional approval steps for higher-value purchases.
What happens if a purchase exceeds the approved amount on the GRN?
If goods received exceed the PO quantity, the GRN records the excess. The system flags the discrepancy for finance review before the corresponding supplier invoice can be matched and posted.
Can I set spending limits per approver?
Yes. Each role in the approval chain can have a maximum approval authority limit. Purchase requests that exceed this limit are automatically escalated to the next approval level regardless of who is reviewing.
How does procurement link to inventory?
When a GRN is confirmed, the received quantities are posted directly to inventory. Stock levels update immediately; no separate stock entry is required. The cost from the PO is used for inventory valuation.
Put procurement under control
Trial Livestork for 30 days with full procurement module access. Our team configures your approval chains during onboarding.
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