Smart Procurement
for Growing Businesses

What is MichaelSoft Procurement?

MichaelSoft Procurement is a web-based procurement platform built for small and medium businesses in Kenya and emerging markets. Instead of juggling WhatsApp messages, handwritten notebooks, and scattered spreadsheets to manage purchasing, everything lives in one place that your entire team can access in real time.

Think of it as a digital command center for everything your business buys. It handles the full procurement lifecycle — from cataloging products and comparing supplier prices, through creating and tracking purchase orders, to receiving goods, managing invoices, and reconciling daily sales. The platform is designed around the realities of African business: variable internet, M-Pesa payments, WhatsApp-based supplier communication, and the need for delegation without losing control.

The procurement challenge

Running a business in Kenya means dealing with procurement friction every day. Supplier prices live in WhatsApp messages and old spreadsheets with no single place to compare costs. Figuring out which supplier is cheapest for each item takes hours of manual comparison — and most businesses skip this step entirely, losing money on every order without realizing it.

Business owners often learn about deliveries, payments, and stock levels days or weeks late. When purchasing is delegated to a manager, there is no easy way to see what is being bought, from whom, or at what price — leading to either micromanagement or unchecked spending.

On top of that, most global procurement software does not support M-Pesa, and demands a full subscription before you can even try it. MichaelSoft Procurement was built to fix all of these problems.

How ordering works

Every purchase order follows a clear lifecycle from creation to closure. You add items with quantities and expected selling prices, and the system generates a unique reference number like ORD-0001. The order then moves through these stages:

A draft order becomes quoted once at least one item has supplier price data. Once all items have prices and suppliers are selected, it moves to allocated. After goods are received and marked delivered, the order is closed — and your financial reports update instantly.

Every significant change to an order is logged in an audit trail with who did it, when, and why. This creates accountability and a compliance record for all procurement decisions.

Supplier quotations, simplified

Instead of calling suppliers or exchanging WhatsApp messages to get prices, MichaelSoft Procurement generates a secure link for each supplier. They open it on any device — phone, tablet, or computer — no account or login required. They see the order items, enter their prices, and submit. Your team gets notified instantly.

Once submissions come in, you review them in a side-by-side comparison matrix. The system highlights the cheapest option for each item with a green indicator, so you can make informed decisions in seconds instead of hours. Approve the prices you like, and they are saved to the order automatically.

The quotation links are token-based and expire after 24 hours for security. When a supplier submits a new quote, the system preserves the previous price so you can track trends and negotiate better deals over time.

Automatic cost allocation

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. You save between KES 300 and KES 470 per order by mixing suppliers — without thinking about it.

Here is a real example. Imagine three suppliers quoting on three products:

The system automatically splits the order: Supplier C gets two items (Paracetamol and Metformin) totalling KES 3,130, and Supplier B gets one item (Amoxicillin) at KES 750. The total cost is KES 3,880 — compared to KES 4,350 if you bought everything from Supplier B, or KES 4,180 from Supplier A. That is a saving of KES 300 to 470 per order, automatically.

You can override any allocation manually if you prefer a specific supplier, but the automatic split ensures you never overpay without thinking about it. The engine prioritizes delivered prices first, then manually selected prices, then the cheapest available — and it excludes out-of-stock items.

Financial management built in

The procurement cycle does not end when goods arrive. MichaelSoft Procurement includes a full financial layer that links invoices, expenses, and reconciliation directly to your orders.

Invoice management lets you link invoices to one or more orders and track payment status — paid, pending, or partial. When you create an invoice, the system can automatically create a linked expense record, eliminating double-entry.

Daily sales reconciliation records cash, paybill, and POS totals each day. 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.

M-Pesa reconciliation tracks your mobile money float, expected amounts, and actual totals. Catch discrepancies early and keep your mobile money accounts accurate. The executive dashboard brings all of this together with live charts showing revenue, expenses, profit, active orders, and supplier performance.

Team management and permissions

MichaelSoft Procurement is designed for businesses with multiple people involved in the purchasing process. You invite teammates via email with specific permissions — a purchasing manager can see orders and suppliers but not financials, while an accountant sees invoices and expenses but not supplier prices.

Teammates log in with Google and only see the sections you have granted access to. When they create or modify 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.

Built-in real-time chat supports 1-on-1 and group messaging with reactions, replies, typing indicators, and read receipts. The audit trail shows who did what, when, and why — so you always have full visibility over your procurement operations.

Built for every industry

MichaelSoft Procurement works for any business that buys from suppliers. Whether you are running a pharmacy, a hardware shop, a restaurant, or a fashion boutique, the system adapts to your workflow. The platform is industry-agnostic — add your own products, suppliers, and pricing to customize it for your specific business.

To make it easy to get started, the free demo includes realistic sample data for five industries:

No license is required to explore the demo. Choose an industry and see exactly how the system works before you commit.

Simple, flexible pricing

MichaelSoft Procurement uses a straightforward license model. Pay for the time you need — no long-term contracts, no hidden fees. Licenses range from one month to lifetime, and all payments are processed via M-Pesa STK Push for instant activation.

When a license expires, your data is never locked away. The system enters read-only mode — you can still view all orders, invoices, reports, and data. You just cannot make changes until you renew. This means your business records are always accessible, even if you take a break from the platform.

Security and data protection

Your business data is protected by multiple layers of security. Authentication uses Google OAuth, so there are no passwords to remember or manage. Role-based access control with granular module permissions ensures each team member sees only what they need.

Row-level security on the database ensures each business only sees its own data. All data is transmitted over HTTPS and encrypted at rest. Rate limiting protects API endpoints and payment flows from abuse, and every order change is logged with user, timestamp, and reason in a full audit trail.

Supplier quotation links use token-based authentication that expires after 24 hours, so suppliers can submit prices without needing an account — but access is time-limited and traceable.

Getting started

Getting started takes five steps. Visit procurement.michaelsoft.co.ke and sign in with your Google account. Choose an industry demo — pharmacy, food, hardware, retail, or fashion — and explore the system with realistic sample data. No license is needed for this.

When you are ready, purchase a license via M-Pesa. Your account activates instantly. Add your products (or import from Excel), your suppliers, and your team members. Then create your first purchase order, send it to suppliers, and watch the system work.