Order from the system that already holds your stock.
Purchasing is a module of its own, linked to the warehouse. You create a quotation request or go straight to a purchase order, send it from TimeQeeper and book the delivery against the order, even when it arrives in several parts.
Purchase order IO0000148
Partly receivedTechnische Handel BV
Order confirmation · delivery 2026-10-14
- 10
Bearing 6309-2RS
A0004127
€18.4010 - 4
Shaft seal 45 mm
A0002210
€36.902 - 1
Pump set alignment
Service
€285.000
Request RFQ-2026-018
MessagesTo: sales@technischehandel.example
SentPlease send your quote for the attached request (3 lines).
RFQ-2026-018.pdfFrom: sales@technischehandel.example
ReceivedThanks for the request — quote attached. Lead time 5 working days.
Quote-8841.pdfAutomatically linked to RFQ-2026-018
Send requests without using your own mailbox.
From the replenishment page you select what is below the reorder point and turn it into a quotation request, per supplier. TimeQeeper sends it with an automatically generated PDF. When the supplier replies, the message and its attachments are linked to the right request and the status changes to 'Quote received'.
- Sending and receiving inside the platform
- Replies automatically linked to the right request
- Supplier quotes attached to the request
- The whole conversation as a message overview
A purchase order with its own number and PDF.
Create a purchase order from an approved quote, or directly, without a request first. Besides article lines you add free-text lines for services or other costs. When you send the order, the PDF goes along as an attachment and the order moves to Ordered.
Order number from your own number series
Article lines and free-text lines on one order
Record the order confirmation with its delivery date
Supplier replies linked to the order
Book deliveries against the order, including partial ones.
When the delivery arrives, you book the receipt against the open order. A partial delivery sets the order to Partly received; the rest stays open until it arrives. Stock is updated immediately.
- 1Draft
- 2Sent
- 3Quote received
- 4Quote approved
- 5Ordered
- 6Partly received
- 7Received
Purchase history per article
Every article shows when it was ordered, from which supplier, how many and at what price. It also shows the last purchase price and what is still on order.
Suppliers in one place, documents with your own details.
Suppliers are master data, shared with the warehouse. The order document carries your own details, and the emails for requests and orders are templates you can adjust.
Suppliers
Contact details, lead times per article, minimum order value, terms and attachments. A supplier you no longer order from can be set to blocked.
Order document
Invoice and delivery address, invoice email address, payment terms, currency and your own footer text, with your logo on the PDF.
Email templates
One template for quotation requests and one for purchase orders, in your own words.
Frequently asked questions about purchasing
Does every order have to start with a quotation request?
No. You create a purchase order from an approved quote or directly, without a request first.
How do supplier replies come in?
Requests and orders are sent from TimeQeeper. When the supplier replies, the message and its attachments are automatically linked to the right request or order.
What if a delivery is incomplete?
Then you book what has arrived. The order shows Partly received and the rest stays open until it is delivered.
Can we order straight from the order advice?
Yes. On the replenishment page you select the lines below the reorder point and turn them into a request straight away, grouped per supplier.
Ready for more control over your maintenance?
Book a tailored demo. We'll show how TimeQeeper fits your assets, processes and team — and we'll get in touch quickly.