What you spent at the wholesaler this year — only the invoice folder knows

Sound familiar?

• The same wholesaler is on the list three times — once with “Ltd”, once without, once with a typo.
• Someone digs out your customer number at the supplier from an old invoice with every order.
• How much you buy from whom only becomes clear when your accountant asks.
• Nobody can say who last changed a supplier’s bank details.
• How long a part takes to arrive is known only to whoever ordered it last — by then the job is long planned.
• Reordering means finding the phone number, finding the customer number, typing the message.

What you get back

Your supplier list maintains itself from the invoices you scan anyway: every supplier is there once, with their figures, their lead time and the channel you order on. You see where your purchasing goes, bank details are protected and every change can be traced — and when material runs low, the order is one click away.

How Capwork fixes it

1. 1

   Suppliers come out of your invoices

   When you scan a supplier invoice in Finances, Capwork looks for the matching supplier — first by tax number, then by exact name. A similar but not identical name is shown to you as a possible duplicate; if there is no match, the supplier is created and marked “Needs review”. The invoice import is never held up by any of this.

2. 2

   The figures per supplier work themselves out

   Number of invoices, spend this year and in total, last invoice, average days to pay, and the materials and tools they supply. The overview shows your active suppliers, how many still need review and who has received the largest share of your purchasing this year.

3. 3

   Merge duplicates without losing anything

   If the same supplier appears twice, you merge the entries. Invoices, transactions, recurring transactions, materials and tools then point to the supplier that remains — the history stays complete.

4. 4

   Bank details only for those who need them

   A supplier’s bank details are visible only to people with the banking permission. Every IBAN change is logged with its last four digits — who changed what, and when, can always be traced.

5. 5

   Everything you need to order, in one place

   A status of active, preferred, inactive or blocked, a consecutive supplier number, your customer number at the supplier — read from their invoices — and the channel you order on: email, WhatsApp or SMS. The lead time you enter for the supplier feeds material planning: when stock will not cover a planned job, order planning shows by when the order has to go out.

6. 6

   Reorder: check, confirm, done

   In Inventory, one click on “Reorder” opens the finished order message to the material’s supplier, with the quantity and your customer number. You check or change it and confirm; it then goes out on their default channel, and a task to follow it up is opened. If sending fails, Capwork opens a task to order by hand instead.

What you need for this

No base fee. Suppliers are billed per supplier per month. For suppliers to create themselves from scanned invoices you need Finances; to reorder from stock, Inventory — both are billed separately.

FAQ

More you can put right