Walkthrough · Purchasing
A month in purchasing
Your AI teammate gathers the requests, checks them against the budget and lines up the quotes. Your operations manager approves the purchases and keeps the schools supplied.
Requests arrive from everywhere
Supply requests come in by email, on sticky notes and in the hallway. Each one has to be checked against the budget, priced, approved and ordered, and teachers keep asking where their order is.
Week 1
Every request lands on one list
Your AI teammateGathers purchase requests from staff into one list, with the item, the cost and the budget line each one should come from.
Your staffYour operations manager sees every open request in one place.
Week 1
Each request is checked against the budget
Your AI teammateChecks each request against the budget left on its line and flags anything that would go over.
Your staffYour operations manager decides the flagged requests with the principal.
Week 2
Quotes are laid side by side
Your AI teammateFor larger purchases, collects the quotes, lays them side by side, and notes which ones meet your purchasing policy.
Your staffYour operations manager picks the vendor.
Week 2
Approvals go to the right person
Your AI teammateSends each request to the right approver with everything they need, and follows up when one is waiting.
Your staffYour principal or director approves.
Week 3
The purchase order is ready and tracked
Your AI teammateDrafts the purchase order for your system and tracks it until the goods arrive and are checked in.
Your staffYour operations manager sends the order and confirms the delivery.
The finished workflow
The supplies reach the classroom
With the routine steps handled, your operations manager spends the time on vendors, contracts and the bigger needs of each school.
Walk through another area
FinanceMileage claims, the month-end close, bank reconciliations, budget updates and the board report.
Payroll and HRChange forms, timesheet checks and the pre-payroll review, ready for approval each pay period.
Accounts payableInvoice intake, matching to the order and receipt, coding, approvals and the check run.
Which part of your month would you hand off first?
Send Karl Yoder a note about the recurring work that takes your team the most time, and we can talk through where to start.
