Procurement and requests
It comprehensively oversees the processes involved in identifying a company’s needs, and allows the order process to be carried out efficiently, including the decreeing of requests.
Linking in a single system with other processes in the purchasing area improves the management and control of budget plans across the company and individual units.
A workflow system for corporate procurement – what can you gain?
Automating tasks and eliminating paper
Electronically processed orders save paper and staff time. Requests are recorded directly into the system, which keeps an eye on deadlines, escalating task notifications as necessary.
Optimisation of order verification
The module makes it possible to register offers from contractors, trade enquiries or remember previous cooperation history. It is a useful tool for selecting the most advantageous offer or verifying contractors.
Efficiency in procurement management and planning
The digital order process facilitates strategic purchasing decisions by providing insight into the entire order history along with the dependent processes (purchases, orders, invoices). Easily accessible order data allows you to track trends, analyse performance and keep an eye on budgets.
What makes others choose the V-Desk system for in-house order processing?
Having an overview of the status of an ongoing case gives transparency to the procurement process, which is particularly useful when managing a large volume of requests.
Defining budgets and allocating to the relevant departments allows orders to be placed according to the needs and capabilities of the company.
The automatic definition of cyclical orders in the system facilitates and speeds up standard processes.
Acceptance of orders taking into account thresholds and acceptance rights.
Acceptance before a purchase is made, i.e. before a commitment is made.
Reporting of data collected during workflow, according to set criteria with a convenient filter option.
Order module integrations
with other V-Desk modules
It is inherent in the nature of the areas dealing with order fulfilment that it is dependent on other areas of the company, such as purchasing, budgeting or accounting. The V-Desk module gives the possibility to realise all of them taking into account their dependence. Together, they are part of the company’s ecosystem, increasing the efficiency of the organisation.
with other ERP systems
The V-Desk system has unlimited integration possibilities. In the area of orders, data synchronisation with any ERP systems can be carried out.
Example of order processing
Expense control and compliance with purchasing policy
In V-Desk, the purchasing process does not end with “approve” or “reject.” The system allows linking a request to a budget, cost limit, and required attachments (e.g., offers, justification, specifications). Employees submit requests in an organized manner, and approvers see complete information before committing to an obligation. Compliance rules can also be introduced, such as a required number of offers, additional approvals for selected purchasing categories, amount thresholds, escalation paths, approved supplier lists, and mandatory justifications.
For finance and procurement departments, this means less manual verification and consistent data for settlements. For the organization, it reduces off-procedure purchases and ensures one place where decisions, comments, dates, and change history are visible. If needed, the request can include business context (e.g., project, cost center, location), making expense comparison and budget planning easier over time.
Suppliers, catalogs, and order standardization
If frequently ordered items recur (e.g., IT equipment, office supplies, service contracts), it is worth organizing them into catalogs and templates. V-Desk enables the creation of product lists, category dictionaries, forms, and step-by-step guidance. Standardized fields (e.g., product parameters, delivery location, cost center) reduce errors and shorten request completion time while making it easier to compare offers and costs across departments.
Standardization also supports supplier collaboration. It becomes easier to indicate preferred contractors, link orders to framework agreements, and maintain consistent descriptions and data for reporting. This results in faster request handling and greater cost predictability without manually organizing multiple file and email versions.
Process audit and access for distributed teams
The order module operates within the workflow, so every action is recorded: who submitted the request, who completed it, who approved it, and on what basis. This audit trail is useful not only during inspections but also in daily management. It is easy to reconstruct the case, explain discrepancies, and identify bottlenecks. Additionally, notifications and reminders can be set for key stages to prevent deadlines from getting lost in inboxes.
Access to the process can be granted to both office and field employees via browser or mobile application, according to assigned roles and permissions. For managers, this means faster decisions—even when key people are outside the office.
Our customers are talking about V-Desk
Bostik
“We took advantage of the consulting and analytical support provided by Primesoft Polska, and as a result of our cooperation, the V-Desk electronic document circulation system was launched in our organization. We confirm the implementation of the solution in the areas of contracts, orders, and invoices, as well as its integration with the Exact financial system. In all areas, document approval and circulation processes have been streamlined, and control at every stage has been strengthened.”
SMP Poland
The system allows us to easily track payment deadlines, verify incorrect entries and, above all, eliminate manual work at many stages of invoice processing.
EFL Leasing
“Given that we have been successfully cooperating with Primesoft Polska Sp. z o.o. for many years in the development of the V-Desk system, we are pleased to recommend it as a supplier of electronic document circulation systems.”
Jass Board
“The switch to digital task and document workflows was our goal, which we were able to achieve with the professional support of Primesoft.”
Mariusz Lisiecki, Information Systems Manager
Autostrada Wielkopolska
“We implemented this system as an independent platform available to our subcontractors, self- employed engineers, and other external entities. We wanted to streamline document circulation in our company. We searched the market for programmes that would be easy to use, ergonomic, but also flexible in terms of future system development.”
Rotometal
“We chose the V-Desk solution because of its wide range of options for adapting the solution to our individual processes, as well as the flexibility it offers when integrating with the SAP system.”
Elplast +
The expectations we had for digitizing our company have been met. With the V-Desk system, we are no longer using paper documents, which has had a positive impact on the efficiency of our processes.
Renata Rosenbeiger, Chief Accountant at Elplast+ sp. z o.o.
Grupa Pracuj
“V-Desk is a modern and efficient solution, equipped with a range of tools that significantly improve the comfort of everyday work. We appreciate the flexibility and scalability of the system, which allows documents to be processed efficiently and in accordance with established procedures. By launching the V-Desk system, we have significantly reduced the use of paper documents, and the processing and management of invoices and correspondence in the company has been optimized.”
NUXE
“V-Desk GA introduced a systematic approach to processes at Nuxe, reducing the problems associated with manual document handling. From now on, we manage invoices electronically and handle HR processes such as vacation requests and approvals, as well as employee attendance records.”
Ariadna SA Fabryka Nici
“The transition to a digital document circulation system involved changes that had a positive impact on the functioning and flow of processes such as invoice circulation, requisitions, purchases and employee requests. The workflow system was launched to handle the circulation of cost invoices, of which approximately 500 are processed each month.
The positive cooperation with Primesoft, whose goal was to digitise Ariadna, allows us to plan the expansion of the V-Desk system with additional modules.”
Beata Karbowniczak, Chairman of the Board
Lhoist Bukowa
“The workflow system from Pimesoft is a simple way to collect quality information, analyse trends, identify problems, and take corrective action. This allows for continuous process improvement and higher quality standards.”
JMP Flowers
“We no longer waste time searching for invoices, and we have resolved situations where tasks were not monitored and responsibility was unclear. With the V-Desk System, we have achieved smooth document processing.”
Mitutoyo Polska
V-Desk allows us to focus on the tasks that are essential to our business, without wasting valuable time waiting for documents or registering them manually.
Securitas
“During 11 years of using V-Desk, we have become convinced of the flexibility of this solution, which is why we commissioned modifications allowing V-Desk to be integrated with another system in the company. We confirm that the work was carried out to the highest standard, maintaining high standards of business ethics and continuity of processes in the company.”
Polipak
The flexibility of the implemented system means that its development possibilities, tailored to the company’s current needs, are an additional advantage that is highly valued by our company.
BMW Dynamic Motors
“Cooperation with Primesoft Polska began in 2021 and focused on the introduction of solutions aimed at the complex digitization of business processes management.”
Kia Polska
“With a professional approach and a deep understanding of our needs, the solution meets our expectations. V-Desk is easy to use and functional, but above all, it streamlines the work of many people and increases the efficiency of the company’s operations.”
Domost
We value the potential of the V-Desktop platform, its stability and functionality, which allows us to save time and resources. Tasks including document registration and approval have been automated, and we now have effective control over the process.
