Purchasing, from request to invoice in one flow
Open a need as a purchase request and it goes to the approvers you set for its amount. Compare supplier quotes side by side, and if you don't pick the cheapest, write down why. The winning quote becomes a purchase order, deliveries are received in part or in full, and the supplier's invoice is posted as an expense linked to that company's account (cari hesap) and the expense category.
There is no stock or warehouse tracking and no e-invoice integration; you record quotes and invoices yourself, and payments are made from the company account screen.
Who asked, who approved, why this supplier
Purchasing sits next to the expense ledger, company accounts, the operating budget and maintenance records. Every step shows on the timeline with who did it, when and with what note.
Approval by amount
Set amount thresholds and approving roles in the site settings, with an optional second approval for each threshold. Every decision goes on the timeline, and a rejection requires a note.
Quotes side by side
Invite suppliers from your company accounts, by email if you like. The table highlights the lowest price for each item and in total; if the cheapest quote is not chosen, a justification is required.
Purchase orders and goods receipt
One click turns the winning quote into a purchase order with your complex's header; print it or email it to the supplier. Goods are received line by line with quantities; partial deliveries are recorded separately.
Invoice to expenses and company account
The supplier's invoice is posted as an expense linked to the company and the expense category; it shows as a balance due in the company account and feeds the operating budget's budget vs. actual table.
How a purchase works
Every step from request to invoice is on the same record, and the person who opened the request can follow it to the end.
Step 1: Open the request
Enter the items, quantities, estimated unit prices and expense category, or start it from a maintenance record or a company account card.
Step 2: Collect quotes
Invite suppliers to quote (by email if you like), enter the quotes you receive, compare them in the table and pick the winner.
Step 3: Approve and order
The request goes to the approvers of the rule that fits its amount; once approved, the winning quote becomes a purchase order.
Step 4: Receive and invoice
Record the delivery line by line and enter the invoice; the expense goes into the ledger linked to the company's account and its category.
Budget check and savings report
On the request and approval screens, you see for each expense category the amount planned in the final operating budget, the actual spending so far and the remaining budget. Reports show spending by category, supplier and month, and savings as the difference between the estimate and the order amount and between the highest and the winning quote.
- A warning when a request exceeds the remaining budget; it does not block approval
- One-click requests from maintenance records and company account cards
- Requests for quotation and purchase orders in Turkish, English or Russian
- Request list and reports in Excel and CSV
Features that work together
In CasaX every module shares the same ledger: work done in one shows up in the others on its own.
How do the approval rules work?
In the site settings, you set amount thresholds and the roles that approve each one; by default, a site manager, admin or owner approves up to ₺10,000, and an admin or owner above that. Each threshold can have an optional second approval, for example by the accountant. Thresholds apply to the amount including VAT; if the winning quote moves the request above a higher threshold, approval is requested again. The person who opened a request cannot approve it; the organization owner is the exception.
How many quotes are needed, and who enters them?
The minimum number of quotes is a site setting, three by default; if you have fewer, CasaX warns you but does not block you. Suppliers do not enter their quotes in CasaX themselves: a request for quotation with your complex's header can be emailed to them, and you record each quote line by line with unit price, VAT rate, delivery time, validity date and payment terms. A supplier that did not quote is marked as such.
What is the budget check based on?
On the final operating budget: for each expense category in the request, the request and approval screens show the planned amount, the actual spending so far and the remaining budget, which also deducts the uninvoiced part of other approved or ordered requests. If the request exceeds the remaining budget, you get a warning, but approval is not blocked. Without a final operating budget, the screen says there is none.
How does an invoice become an expense?
You record the supplier's invoice with its number, date, amount and file; CasaX posts the expense to the ledger, linked to the supplier and the expense category. The expense shows as a balance due in the company's account, with the due date calculated from the company's payment terms. You pay it from the company account screen; CasaX does not make payments itself.
How does it connect to maintenance records?
The "Create purchase request" button on a maintenance record (work order) starts a request with the details filled in; the request is linked to that record and, if any, to its asset and resident request. The same button on a company account card brings that company in as the suggested supplier. Staff members can open requests and follow the status of their own.
Move your purchasing to CasaX.
Open your first request and put the quotes side by side; the reason for your choice stays on record.