Michaelsoft Procurement is a web-based procurement platform built for small and medium businesses in Kenya and emerging markets. It replaces the fragmented, paper-based way most businesses handle purchasing — supplier sourcing, price comparison, order tracking, delivery management, invoicing, and daily reconciliation — with a single, unified digital workspace.
Think of it as a digital command center for everything your business buys. Instead of juggling WhatsApp messages, handwritten notebooks, and scattered spreadsheets, everything lives in one place that your entire team can access in real time.
How the System Connects
Your ProductsCatalog, prices, margins
SuppliersContacts, quotes
↔
OrdersCreate, track, close
↔
Invoices & ExpensesLink, track, reconcile
Dashboard & Reports ↔ PDF/Excel Exports
Team Chat ↔ Notifications ↔ Audit Trail
20+
Core Features
Real-time
Updates
M-Pesa
Payments
Multi-user
Team Access
02 The Problem We Solve
Running a business in Kenya means dealing with procurement challenges every single day. Here are the problems Michaelsoft Procurement was designed to fix:
01 Scattered Price Lists
Supplier prices live in WhatsApp messages, handwritten notebooks, and old spreadsheets. There's no single place to compare what things actually cost across different vendors. You end up guessing or calling around every time you need to place an order.
02 Manual Price Comparisons
Figuring out which supplier is cheapest for each item means hours of manually comparing prices from different quotations. Most businesses skip this step entirely, losing money on every order without realizing it.
03 No Real-Time Visibility
Business owners find out about deliveries, payments, and stock levels days or weeks late. There's no live picture of what's happening in the business, making it impossible to make quick, informed decisions.
04 Trust & Delegation Issues
When you delegate purchasing to a manager, you can't easily see what they're buying, from whom, or at what price. This leads to either micromanagement or unchecked spending — neither is good for business.
05 Payment Fragmentation
Most global software doesn't support M-Pesa, Kenya's dominant payment method. This means businesses can't easily pay for the tools they need, or they're forced to use systems that don't fit their workflow.
06 No Graceful On-Ramp
Most procurement software demands a full subscription before you can even try it. You're committed before you know if it fits your business. There's no way to explore with realistic data first.
Our Approach
Michaelsoft Procurement fixes all of these problems. It puts everything in one dashboard, gives you real-time updates, creates a clear audit trail for every decision, and lets you pay with M-Pesa — all without requiring a long-term commitment.
03 Key Features
Inventory & Supplier Management
01 Product Catalog
Keep all your products in one place with selling prices, buying prices, and unit multipliers. Import your entire catalog from Excel in one click. See profit margins at a glance with color-coded badges (green = good, amber = low, red = loss).
02 Supplier Directory
Store supplier contacts, phone numbers, email addresses, and logos. Track their status (active, inactive, on hold) and mark your preferred vendors for quick reference when creating orders.
03 Global Price Matrix
A master price book showing what every supplier charges for every product. Enter prices manually or bulk-import from Excel. The system automatically highlights the cheapest supplier for each item.
04 Price History & Trends
Track how supplier prices change over time. When a supplier submits a new quote, the system preserves the previous price so you can see trends and negotiate better deals.
Orders & Quotations
05 Purchase Orders
Create orders with items, quantities, and expected selling prices. Each order gets a unique reference number (ORD-0001) and follows a clear lifecycle: Draft → Quoted → Allocated → Delivered → Closed.
06 Supplier Quotation Links
Send suppliers a secure link where they can enter their prices directly. No account needed — they just open the link, fill in their prices, and submit. You get notified instantly and can approve or reject their submission.
07 Smart Price Comparison
Compare all supplier quotes side by side in a matrix view. The system highlights the cheapest option for each item with a green indicator, so you can make informed decisions in seconds, not hours.
08 Automatic Allocation
The system automatically assigns each item to the cheapest available supplier. You can override this manually if needed, but the default saves you time and money on every order.
Finance & Accounting
09 Invoice Management
Link invoices to one or more orders. Track payment status (paid, pending, partial). When you create an invoice, the system can automatically create a linked expense record — no double-entry needed.
10 Expense Tracking
Categorize and track all business expenses. See where your money goes with charts and reports. Expenses link back to invoices and orders automatically, keeping your financials accurate.
11 Daily Sales Reconciliation
Record daily cash, paybill, and POS totals. The system calculates variance (the difference between expected and actual) so you know exactly where money is missing or extra. Red flags mean something needs investigation.
12 M-Pesa Reconciliation
Track your M-Pesa float, expected amounts, and actual totals each day. Catch discrepancies early and keep your mobile money accounts accurate.
Dashboard & Reporting
13 Executive Dashboard
See your revenue, expenses, profit, active orders, and supplier performance all in one place. Live charts update in real time as data changes. No need to refresh or dig through spreadsheets.
14 Reports Module
Generate detailed reports on cost distribution, item allocation, price trends, delivery status, and top items by spend. Filter by date range, status, or category to find exactly what you need.
15 PDF & Excel Exports
Export orders, invoices, expenses, and reports as professional PDFs with your business branding, or as Excel files for further analysis. PDFs include watermarks, alternating patterns, and inline contact details.
16 Audit Trail
Every significant change to an order is logged with who did it, when, and why. This creates accountability and a compliance record for all procurement decisions.
Team & Collaboration
17 Real-Time Chat
Built-in messaging for your team. Discuss orders, share updates, and get notified when something changes. Supports 1-on-1 and group chats with reactions, replies, typing indicators, and read receipts.
18 Delegation Notifications
When your team creates or modifies data, you see an amber notification dot in your sidebar. Click it to see exactly what changed and who changed it. You stay informed without micromanaging.
19 Granular Permissions
Invite team members with specific permissions. Control exactly who can view, create, edit, or delete each section of the system. A purchasing manager might see orders but not financials, while an accountant sees invoices but not supplier prices.
20 Demo Mode
No license needed to explore. Choose from five industry demos (pharmacy, food, hardware, retail, fashion) with realistic sample data. See exactly how the system works before you commit.
04 How It Works — Step by Step
Creating & Fulfilling a Purchase Order
An order moves through these stages from start to finish:
Draft→Quoted→Allocated→Delivered→Closed
Order Lifecycle
1Create an order — Add the items you want to buy with quantities and expected selling prices. The system generates a unique reference (ORD-0001).
2Request supplier quotes — Generate a secure link for each supplier. They open it on any device, enter their prices, and submit. No account or login required.
3Compare prices — See all supplier quotes side by side in a comparison matrix. The system highlights the cheapest option for each item in green.
4Approve & allocate — Confirm which supplier gets which items. The system auto-allocates to the cheapest, but you can override manually.
5Export purchase orders — Generate professional PDF purchase orders for each supplier with your business branding.
6Track delivery — Mark items as delivered as they arrive. The system tracks partial deliveries and updates status automatically.
7Close & reconcile — Once everything is delivered and invoiced, close the order. Your financial reports and dashboard update instantly.
How the System Splits Your Order to the Cheapest Suppliers
One of the most powerful features is the automatic cost allocation engine. When suppliers submit their prices, the system compares them and automatically splits your order so each item goes to whoever is cheapest. Here’s a real example:
Product
Supplier A
Supplier B
Supplier C
Paracetamol 100s
KSH 1,200
KSH 1,350
KSH 1,180
Amoxicillin 500mg
KSH 800
KSH 750
KSH 850
Metformin 500mg
KSH 2,000
KSH 2,200
KSH 1,950
Cheapest
0 items
1 item
2 items
Green = Cheapest price for this product
The system then automatically splits the order into separate purchase orders per supplier:
Total cost: KSH 3,880 (vs. KSH 4,350 if all from Supplier B, or KSH 4,180 if all from Supplier A)
— saving KSH 300–470 per order by mixing suppliers.
You can override any allocation manually if you prefer a specific supplier, but the automatic split ensures you never overpay without thinking about it.
How Supplier Quotations Work
Here's how the back-and-forth between you and your supplier happens:
Your Team
Supplier
1 Create order
2 Generate secure link
Link sent via WhatsApp or SMS
3 Opens link on phone
4 Enters prices & submits
Notification sent to your team
5 Reviews quotation
6 Approves or rejects
7 Prices saved to order
The supplier never needs an account or login. They just open the link, fill in their prices, and submit.
Managing Your Team
Team Collaboration Flow
1Invite teammates — Send email invitations with specific permissions (e.g., can view orders but not edit prices).
2They join & work — Teammates log in with Google and see only the sections you've granted access to.
3Get notified — When they create or modify data, you see an amber dot in your sidebar. Click to see what changed.
4Stay in control — The audit trail shows who did what, when, and why. You always have full visibility.
Paying for Your License
M-Pesa Payment Flow
1Choose a plan — Select a duration that fits your needs (1 month to lifetime).
2Enter your phone — Provide your M-Pesa phone number.
3Confirm on phone — You'll receive an STK Push on your phone. Enter your M-Pesa PIN to confirm.
4Instant activation — Your license activates immediately. No waiting, no manual approval.
05 Who Uses It?
Michaelsoft Procurement is designed for businesses with multiple people involved in the purchasing process. The system has a clear hierarchy:
AdminSystem administrator — manages the entire app
OwnerBusiness owner — full access, invites team
Invited UserTeam member — access based on permissions
Here's how each role uses the system:
Role
What They Do in the System
●
Business Owner
Sees the big picture — dashboards, profits, expenses, and team activity. Controls who has access to what. Gets notified when team members make changes.
●
Purchasing Manager
Creates orders, compares supplier quotes, tracks deliveries, and manages the day-to-day procurement workflow. Works within the permissions set by the owner.
●
Accountant
Tracks invoices, expenses, daily reconciliation, and financial reports. Everything links back to orders automatically, so there's no double-entry.
●
Supplier
Receives a secure link, enters their prices, and submits — no account or login required. The entire process takes minutes on any device.
Permission Examples
A purchasing manager might have access to Orders, Products, and Suppliers but not Invoices or Reconciliation. An accountant might see Invoices, Expenditures, and Reports but not Supplier Prices. You control exactly what each person can see and do.
06 Industries We Serve
Michaelsoft Procurement works for any business that buys from suppliers. Whether you're running a pharmacy, a hardware shop, a restaurant, or a fashion boutique, the system adapts to your workflow.
We currently provide ready-made demo data for the following industries so you can explore the system with realistic products and suppliers:
Industry
Example Products
●
Pharmacy
Paracetamol, Amoxicillin, Metformin, and other medicines
●
Food & Grocery
Rice, cooking oil, wheat flour, sugar, beans
●
Hardware
Cement, steel rebar, paint, plumbing supplies, nails
●
Retail
LED TVs, headphones, kitchen appliances, electronics
●
Fashion
Jeans, t-shirts, sneakers, accessories, fabrics
And Many More
These are just the industries we've built demo data for. The system is industry-agnostic — any business that purchases products from suppliers can use it. Add your own products, suppliers, and pricing to customize it for your specific business, whether that's electronics, stationery, auto parts, building materials, or anything else.
07 Pricing & Licensing
Michaelsoft Procurement uses a simple, flexible license model. Pay for the time you need — no long-term contracts, no hidden fees.
Duration
Best For
Price Level
●
1 month
Monthly subscription
Low
●
3 months
Quarterly commitment
Mid-High
●
6 months
Semi-annual
High
●
1 year
Annual commitment
Higher
●
Lifetime
One-time purchase
Premium
What Happens When Your License Expires?
Your data is never locked away. When a license expires, the system enters read-only mode — you can still view all your orders, invoices, reports, and data. You just can't make changes until you renew. This means your business records are always accessible, even if you take a break from the platform.
2Try the demo — No license needed. Choose an industry (pharmacy, food, hardware, retail, or fashion) and explore the system with realistic sample data.
3Purchase a license — When you're ready, buy a license via M-Pesa. Your account activates instantly.
4Set up your business — Add your products (or import from Excel), suppliers, and team members.
5Start ordering — Create your first purchase order, send it to suppliers, and watch the system work.
10 Future Plans
We're continuously improving Michaelsoft Procurement. Here's what's on the roadmap:
01 POS Integration
Connect directly to point-of-sale systems for automatic sales data capture, real-time inventory sync, and seamless reconciliation between procurement and retail operations.
02 Mobile Native App
A dedicated React Native app for on-the-go procurement management, order approvals, and supplier communication from your phone.
03 Multi-Language Support
Swahili and French language support to serve businesses across East and Central Africa.
04 Advanced Analytics
ML-based demand forecasting and anomaly detection to help you make smarter purchasing decisions.
Ready to get started?
Visit procurement.michaelsoft.co.ke and try the free demo today. No credit card required.