Operating controls
Your Authority Stays Yours.
Handing off purchasing shouldn’t mean losing control of it. Here’s how we work with your team. We’ll agree the details before we start.
Who does what.
You approve the purchase
You approve the product, pack, quantity, supplier account, price, charges and delivery terms. If those change, we ask again. Your designated staff decide whether the product is suitable for clinical use.
An agreed way to order
We agree which supplier accounts and ordering channels to use, who approves purchases, who covers absences and who receives deliveries. We also check each software and supplier connection before relying on it.
We check the price and terms
Is this a contract price, a current quote or a price from an old invoice? We check whether it applies to your site, pack and order date. An invoice can match an order that used the wrong price.
Check before ordering again
If a supplier’s reply is unclear, we confirm whether the order was accepted or cancelled before doing anything that could create a duplicate.
Your staff confirm what arrived
Your staff check the product, quantity and condition, and record anything missing or rejected. A delivery notice can’t do that for them. This receipt record doesn’t track stock or patient use.
We follow the return and the credit
A supplier agreeing to a return hasn’t necessarily issued a credit. We track both, along with deadlines, shipping and charges. We don’t subtract a conditional rebate from the purchase price until it’s confirmed.
We follow up on open issues
Each issue stays with a named person and a next step, even while waiting for you or the supplier. We close the purchase after your staff accept the delivery, the financial records match and related issues are settled.
Your accounting team posts and pays
We send the orders, receipts, invoices, adjustments and available account codes, noting anything missing. Your team posts entries, approves payments, handles banking and closes the books. Ready for accounts payable doesn’t mean paid.
How we fit with your team and systems.
Purchasing records
We keep the records needed for purchasing. If you have an item master, we agree which system owns each field and how changes stay in sync. We agree integrations separately.
Alongside your team
If you have buyers, we take the work they hand us, from one exception queue to the whole flow, and they keep their decisions.
Without an enterprise system
You don’t need an enterprise system to start. We can keep the purchasing records and agree how to send them to accounting.
Supplier websites
You add one of our specialists to each supplier website as a named user, with an address on our purchasing mailbox, so sign-in codes come to us and not to your staff. You can remove that user at any time. We never use your buyer’s own login. Where a supplier won’t add a user, we prepare the order and your staff submit it.
Your purchasing volume
We don’t commit your volume to any supplier or group agreement without a separate written agreement from you. If we ever earn a fee from a supplier on your purchases, we tell you.
Outside the initial service
We don’t handle the general ledger, payroll, scheduling, billing or clinical records, and we negotiate contracts only when you ask us to. Payments and stock stay with your team at every stage.
Before we start
We agree contracts, rules for collecting and handling data, verified purchasing authority, supported supplier channels and named people responsible for the work.