Supplyd — Procurement Intelligence for South African SMEs

For the Owner / CEO

You suspect something is wrong. Now you can prove it.

Ghost orders, inflated invoices, the same supplier always winning — these patterns are invisible to your accounting system. By the time it reaches your books, the money is gone. Supplyd surfaces it before that happens.

Full audit trail on every order, approval and delivery
Fraud pattern detection — same staff, same supplier, no competitive quotes
3-way match: PO vs delivery vs invoice, discrepancies flagged instantly
OTP-gated approvals — nothing moves without authorisation
Ghost order alerts when deliveries do not follow orders
Banking detail change notifications with mandatory OTP verification
Know the why, who and where behind every rand spent

For the Procurement / Admin Team

Less paperwork. Less chasing. Less chaos.

Supplyd replaces spreadsheets, WhatsApp chains and paper delivery notes with a single platform your whole team uses — from raising a purchase request to confirming a delivery on the warehouse floor.

Digital POs created and approved in minutes, not days
Staff accept deliveries and capture delivery notes on mobile
Back order tracking so nothing is forgotten after a partial delivery
Supplier performance tracked automatically from transaction data
Inventory updated in real time on every confirmed delivery
All documents in one place — no more hunting for invoices at month-end
One-click accountant export, formatted for Sage, Xero or QuickBooks

02 — Scenarios

Sound
familiar?

These are the situations your procurement and admin team deal with every day. Each one is a problem Supplyd solves — and a reason your CEO will sign off on it.

Scenario 01

Tired of a messy back order list no one follows up on?

Partial deliveries get scribbled on paper. The rest never arrives. Nobody knows what is outstanding until the production line stops.

"Every partial delivery automatically creates a tracked back order. Nothing falls through."

Scenario 02

Is a WhatsApp chain really your approval process?

Three people say yes in a group chat. The supplier delivers double. Nobody has a written record and the invoice dispute takes weeks.

"Every approval is digital, OTP-gated and time-stamped. Your auditor can follow every rand."

Scenario 03

Can't find the invoice when the accountant asks?

Month-end becomes a scavenger hunt. Invoices are buried in email, on someone's desk or missing entirely. The books can't close on time.

"Every PO, delivery note and invoice lives in one place, attached to the order. Month-end is a one-click export."

Scenario 04

A supplier changed banking details and nobody caught it?

A fraudulent account swap goes unnoticed. The payment clears. By the time someone realises, the money is gone and the supplier says they never got paid.

"Any banking detail change requires OTP verification and triggers an instant manager alert. One incident costs more than a year of Supplyd."

Scenario 05

Do you want one platform that handles it all?

POs in one system. Deliveries on paper. Inventory in a spreadsheet. Invoices in email. Four tools, four sources of truth — and none of them talk to each other.

"One platform for every step — from the purchase request to the accounting export. The team uses one system."

Scenario 06

Staff buying from whoever they want at whatever price?

No approved supplier list means maverick spend, above-market pricing and no leverage when negotiating. The same suppliers win every time for no good reason.

"Staff can only order from approved suppliers in approved categories. Unapproved spend is blocked before the order is placed."

03 — Platform

Everything procurement.
One platform.

Each client receives a fully isolated, white-labelled Supplyd instance — their own domain, their own database, their own user accounts. Your data never shares infrastructure with another business.

Digital PO Creation

Raise purchase orders from your approved supplier catalogue, linked to budget codes and cost centres from the moment of creation.

Multi-Level Approval Workflows

Define approval chains by order value, department or category. Nothing is sent to a supplier without the correct authorisation chain completed.

OTP Authorisation

High-value orders require one-time PIN confirmation from the designated approver — enforceable even when they are working remotely.

PO Status Tracking

Draft, Sent, Acknowledged, Part Delivered, Complete. Every stage is tracked in real time with timestamps and the responsible party recorded.

Ghost Order Detection

Purchase orders with no corresponding delivery activity after a configurable threshold are automatically flagged and escalated for review.

Complete Audit Trail

Every creation, edit, approval and change is logged with user identity, timestamp and reason — tamper-evident and available for audit at any time.

Mobile Delivery Acceptance

Warehouse and receiving staff confirm deliveries from any mobile device. No paper forms, no clipboards, no transcription errors.

AI Delivery Note Scanning

Photograph the supplier delivery note. AI extracts items, quantities and references and matches them directly to the originating purchase order.

3-Way Match

Purchase order, delivery note and supplier invoice must all align. Discrepancies are raised as exceptions before any payment approval is possible.

Photo Evidence Capture

Staff photograph deliveries and any damage or discrepancy. Images are stored permanently against the delivery record and are accessible in audits.

Location and Timestamp Record

Every delivery acceptance is recorded with GPS coordinates, exact time and the identity of the staff member who confirmed receipt.

Back Order Management

Partial deliveries automatically generate a back order record that is tracked to fulfilment, cancellation or management escalation.

Supplier Profiles

Complete supplier records including contact details, banking information, tax registration and a document repository for certificates and agreements.

Performance Scoring

On-time delivery percentage, quality disputes and invoice accuracy are calculated automatically from transaction data — no manual input required.

Approved Supplier Lists

Procurement staff can only raise purchase orders with suppliers approved for that category. Unapproved spend is blocked at the point of order.

Collusion Pattern Detection

Same staff member, same supplier, no competitive quotes, above-market pricing — Supplyd identifies the pattern and surfaces it to management automatically.

Banking Detail Change Controls

Any modification to a supplier's banking details triggers an OTP verification requirement and an immediate notification to a designated manager.

Block and Suspend

Remove a supplier from approved lists immediately. A reason must be recorded, creating a permanent compliance audit trail for the decision.

Real-Time Stock Levels

Inventory is updated automatically on every confirmed delivery. Current stock levels are always accurate without relying on manual counting.

Movement Log

Every stock movement — received, issued and adjusted — is recorded with the responsible user, timestamp and reason. Full chain of custody.

Low Stock Alerts

Configure minimum thresholds per item. Supplyd notifies the appropriate person and can suggest a reorder to the relevant approved supplier.

Discrepancy Investigation

Received stock that does not reconcile with recorded levels triggers a flagged investigation record with full supporting documentation.

Multi-Location Support

Track inventory across warehouses, branches and sites. Each location has its own view with consolidated management reporting available.

SARS-Ready Export

Complete stock movement history exportable for year-end reconciliation and SARS compliance review. Structured, auditable and dated.

Spend Analytics

Detailed spend breakdown by supplier, category, department and staff member. Filter to any period and drill into individual transactions.

Exception Report

Unauthorized spend, delivery mismatches, unapproved orders and flagged patterns — all surfaced in a single management exception view.

Compliance Dashboard

Percentage of spend with a purchase order. Percentage directed to approved suppliers. Compliance visible at a glance for management and auditors.

Accountant Monthly Pack

One-click export of approved invoices, purchase orders and delivery notes — structured and formatted for your accountant or a formal audit review.

Supplier Performance Report

On-time delivery rates, quality scores and dispute history per supplier. Identify underperforming suppliers before they become a business risk.

PDF and Excel Export

Every report is downloadable in PDF or Excel. Formatted for Sage, Xero and QuickBooks import where applicable.

Platform	Method	Status
Sage Business Cloud	Structured CSV / API	At Launch
Xero	CSV export / OAuth API	At Launch
QuickBooks	Structured CSV	At Launch
Pastel / Sage 50	CSV / manual import	At Launch
Sage 200 / 300	API integration	Roadmap
Custom ERP	REST API	Roadmap
SARS Compliance Export	PDF / Excel	At Launch

06 — FAQ

Common
questions.

Still weighing it up? These are the questions we hear most before a business decides to scope a deployment.

Can we choose only the modules we need? +

Yes — every deployment is scoped to your requirements. If you only need purchase orders, approvals and accounting exports, that is all you pay for. Modules like inventory tracking, AI delivery scanning and fraud detection are added only if they are relevant to your operation.

How long does setup take? +

Most deployments are live within 5 to 10 business days. That includes configuration, supplier data import, accounting integration and a staff training session. Complex multi-branch deployments with custom approval workflows may take a little longer — this is confirmed at scoping.

Do we need IT staff to manage it? +

No. Supplyd is fully managed infrastructure — there is nothing for your team to install, maintain or update. You access it through a browser or the mobile app. All updates are applied automatically.

What happens to our data if we cancel? +

Your data is yours. On cancellation you receive a full export of all purchase orders, delivery records, supplier data and documents in standard formats. We do not hold data hostage and we do not delete it before you have confirmed receipt of the export.

Does it work with our accounting software? +

At launch, Supplyd exports to Sage Business Cloud, Xero, QuickBooks and Pastel via structured CSV and, where available, direct API. Your accountant receives a formatted pack at month-end with no manual rework required.

How do staff learn to use it? +

Staff training is included in the setup fee. We run a guided walkthrough for each role — procurement staff, warehouse receivers and managers each get a session appropriate to how they use the platform. The mobile receiving app is designed to be used with minimal training.

Is it suitable for a small business? +

Yes. Supplyd is built specifically for South African SMEs — businesses that are too large to run procurement on WhatsApp and spreadsheets, but too small to justify enterprise ERP costs. If you have more than five staff involved in ordering, receiving or approving spend, Supplyd is the right fit.

Where is our data stored? +

Each client has a fully isolated database — your data is never on shared infrastructure with another business. Deployment region is confirmed at scoping. Data is encrypted at rest and in transit, and the platform is POPIA compliant.

Your spend. Fully visible. Fully protected.