Inventory & ProcurementPaid add-on

Every warehouse, every vendor, every purchase order - one source of truth

CrmLeaf Inventory & Procurement gives you multi-warehouse stock management with real-time availability, configurable min/max levels and low-stock alerts - plus a complete procurement lifecycle from vendor onboarding through purchase orders, delivery, bills and payments. No spreadsheets, no blind spots between purchasing and the warehouse floor.

Start free trial Book a 30-min demo
  • Free trial
  • No credit card
  • Free onboarding
step vendor-to-payment lifecycle
5
step vendor-to-payment lifecycle
independent status axes on every PO
3
independent status axes on every PO
stock flags: low, out and over
3
stock flags: low, out and over
bill per delivered purchase order
1
bill per delivered purchase order

Procurement lifecycle

Vendor, purchase order, delivery, bill, payment

Each step hands off to the next in the same record, so purchasing, the warehouse and finance never work from different numbers.

  1. Step 01

    Vendor

    Onboard vendors with contact, terms and transaction history

  2. Step 02

    Purchase Order

    Create POs with line items, taxes and three independent status axes

  3. Step 03

    Delivery

    Receive goods against the PO and update delivery status

  4. Step 04

    Bill

    Create a bill against a delivered, not-yet-billed PO

  5. Step 05

    Payment

    Record payment; overpayment auto-creates a vendor credit

What's inside

Inventory & procurement capabilities

01

Multi-Warehouse Inventory

Track quantity, reserved, stock-out and available per product per warehouse, with low-stock and over-stock flags.

See how it works
02

Stock Transfers

Move inventory between warehouses with an approve, deliver or cancel lifecycle.

See how it works
03

Inventory Adjustments

Manually correct stock with a reason, file attachments and a full audit history.

See how it works
04

Vendor & Purchase Orders

Onboard vendors and raise purchase orders that track three independent statuses.

See how it works
05

Bills & Payments

Generate bills from delivered POs, record payments and auto-create vendor credits on overpayment.

See how it works

In detail

How each capability works

01 / 05

Multi-Warehouse Inventory

Define any number of warehouses, each with a type, geographic location, capacity limit, compliance requirements and a designated manager. Every product in your catalog tracks stock independently at each warehouse: quantity on hand, reserved quantity, stock-out quantity, and a derived available figure (quantity minus reserved minus stock-out).

Set min and max levels per product per warehouse, and the system flags low-stock, out-of-stock and over-stock conditions so your team acts before a shortage hits a customer order. Opening stock is entered per warehouse, and a product's overall opening stock is the sum across all warehouses. When the Orders & Dispatch module is active, confirming a dispatch deducts stock from the originating warehouse.

Built in

  • Warehouses with type, geo, capacity, compliance and manager fields
  • Per-warehouse stock: quantity, reserved, stock-out and derived available
  • Configurable min/max levels trigger low-stock, out-of-stock and over-stock flags
  • Per-warehouse opening stock entry; overall is the sum across warehouses
  • Order dispatches deduct warehouse inventory when the Orders & Dispatch module is active
  • Products catalog with categories, CSV import and cart
  • Per-warehouse stock
  • Min / max levels
  • Low-stock alerts
  • Out-of-stock flags
  • Over-stock flags
  • Opening stock entry
  • Capacity & compliance
02 / 05

Stock Transfers

When demand shifts between locations, stock transfers move inventory from one warehouse to another through a controlled lifecycle. Create a transfer, specify the products and quantities, then approve it once the source warehouse confirms availability.

On delivery, both warehouses update their stock counts automatically. If plans change, cancel the transfer before delivery - no inventory moves until the transfer reaches the delivered state.

Built in

  • Transfer inventory between any two warehouses
  • Lifecycle: create, approve, deliver (or cancel)
  • Available stock at the source is validated before approval
  • Both warehouses update quantities on delivery
  • A transfer can be cancelled at any point before delivery
  • Approve - Deliver - Cancel
  • Source validation
  • Auto stock update
  • Multi-product transfers
03 / 05

Inventory Adjustments

Physical counts rarely match system counts perfectly. Inventory adjustments let you correct stock quantities at any warehouse when discrepancies arise, whether from damage, shrinkage, miscounts or receiving errors.

Every adjustment requires a reason and supports file attachments - photos of damaged goods, audit reports, supplier correspondence - creating a complete audit trail your finance and operations teams can review.

Built in

  • Manually correct stock quantities at any warehouse
  • Every adjustment requires a documented reason
  • Attach files: photos, audit reports, supplier documents
  • Full adjustment history recorded for traceability
  • Supports both positive and negative corrections
  • Manual corrections
  • Reason required
  • File attachments
  • Audit trail
  • Per-warehouse
04 / 05

Vendor & Purchase Orders

The procurement side starts with your vendor directory: onboard suppliers with contact details, payment terms and a running transaction history. When you need to replenish stock, create a purchase order against a vendor with line items, quantities, pricing and taxes.

Each PO tracks three independent status axes: purchase status (draft, approved, closed), delivery status (pending, partial, delivered) and billed status (unbilled, billed). Purchasing, warehouse and finance each see the status that matters to them without conflicting updates.

Built in

  • Vendor onboarding with contact, terms and transaction history
  • Purchase orders with line items, quantities, pricing and taxes
  • Three independent PO axes: purchase, delivery and billed status
  • Purchasing, warehouse and finance each see their own status
  • The products catalog, with categories and CSV import, feeds PO line items
  • Vendor directory
  • Purchase orders
  • 3 independent status axes
  • Line items & taxes
  • Transaction history
05 / 05

Bills & Payments

Once goods are delivered against a purchase order, create a bill to record the amount owed to the vendor. Bills are created against delivered, not-yet-billed POs - one bill per delivered PO - so there is no risk of duplicate billing.

Record payments against bills, and if a payment exceeds the billed amount, CrmLeaf automatically creates a vendor credit that can be applied to future bills from the same vendor. Your accounts payable stays clean without manual reconciliation.

Built in

  • Create a bill against a delivered, not-yet-billed purchase order
  • One bill per delivered PO prevents duplicate billing
  • Record payments against bills with amount and date
  • Overpayment automatically generates a vendor credit
  • Vendor credits are applied to future bills from the same vendor
  • Full payment and credit history per vendor
  • Bill from delivered PO
  • One bill per PO
  • Payment recording
  • Vendor credits
  • Overpayment handling

Connected modules

Inventory connects purchasing, orders and finance in one platform

Purchase orders flow into bills and payments. Order dispatches deduct warehouse stock. Products feed both sales orders and PO line items. No CSV exports, no copy-paste between systems.

See Orders & Dispatch
  • Orders & DispatchDispatch confirmation deducts warehouse stock
  • ProductsShared catalog with categories and CSV import
  • InvoicingBills and vendor payments sync with your ledger
  • VendorsCentral directory with transaction history and credits

FAQ

Common questions about CrmLeaf Inventory & Procurement

  • Each warehouse is defined with a type, geographic location, capacity, compliance requirements and a designated manager. Every product tracks stock per warehouse - quantity on hand, reserved, stock-out and derived available (quantity minus reserved minus stock-out). The system flags low-stock, out-of-stock and over-stock conditions against configurable min/max levels.

Related

Explore further

ManufacturingQuotes, RFQ, PO and productionOrders & DispatchSales orders, cart and dispatchBOQ & BOMBills of quantity and materialsGoods ReturnReturn processing and restocking

Set up your first warehouse before your trial ends

Create warehouses, import your product catalog, and place your first purchase order - all inside a free trial with no credit card.

Start free trial Book a 30-min demo