In practice
handed back every month
The problem
Every supplier has a different portal
Each supplier takes orders its own way, behind its own login. Someone on your team retypes every order by hand, then checks the invoice against it later.
Most automation tools can’t help, because most supplier portals have no API. We work in the portal the way a person does, so if your team can use it, we can run it.
What we run
The procurement work we take on
Ordering
Orders placed in each supplier’s portal.
- Read the order
- Get approval
- Place it
Invoice matching
Invoices checked against what was ordered.
- Read the invoice
- Match it to the PO
- Flag the gaps
Delivery confirmation
Deliveries checked off against orders.
- Read the delivery note
- Match it to the order
- Confirm or query
Process
How it works
We watch
We join a call while your team does the work as normal. You don’t need to prepare or document anything.
We build
We fix what’s broken in the process, then automate it. You agree the rules before anything goes live.
It runs
Every day, in the tools you already use. Our team picks up anything that fails.
Examples
See what's possible
Real scenarios we’ve automated for teams like yours
Supplier ordering
- 360 orders a month placed without anyone logging in.
Invoice matching
- Your team only sees the invoices that don't match.
Delivery confirmation
- Short deliveries flagged to your team.
What customers say
FAQ
Common questions
The questions we get asked most.
Which supplier portals does Rivulo work with?
Any supplier website your team can log in to. We've run distributor portals, wholesale platforms, parts suppliers and office consumables sites. If you have a supplier we haven't seen, we add it within 24 hours.
What if a new supplier comes on board?
Tell us and we add it. We learn the order flow on the supplier's site and test it before it places a real order. New suppliers are typically running within 24 hours.
Can Rivulo handle our approval rules before placing orders?
Yes. Spending limits, multi-stage approvals, named approvers and preferred-supplier routing. You tell us the rules and they're applied when the order is placed.
How does Rivulo handle invoices and delivery confirmation?
We pull invoices from supplier portals, match them against your purchase orders and flag the ones that don't match. Delivery confirmations and tracking are collected the same way, and the results go into Sage, Xero or your accounting system.
How do you handle login credentials and MFA?
Credentials are encrypted and held in an isolated vault, never by individual people. MFA goes through your existing flow, including TOTP and SMS. Rivulo is ISO 27001 certified.
How does the cost compare with hiring a procurement coordinator?
Rivulo costs under 20% of a full-time hire. We scope the process and give you a price after the first call.
How quickly will we see results?
Most customers see value from Rivulo in under 7 days. How long a full process takes to go live depends on how complex it is, and we give you a date after the first call.
How do we know it is right?
Every run is checked. A person approves risky actions before they happen, a second AI check reviews each run afterwards, and failures go to a queue our team owns. You get the cause of any failure by the next working day.
Is our data safe?
We are ISO 27001 certified and GDPR compliant. Credentials are held by our systems, never by individual people, and every run leaves an audit log.
What does our team have to do?
Do the task on a call the way you normally would, agree the rules with us and approve the things you’ve asked to approve. We do the rest.
Do we have to learn a new tool?
No. Results arrive in Slack, Teams, email or a spreadsheet. We can build a dashboard if you want one.
What does it cost?
It depends on the process. We scope it and give you a price after the first call.
What if we stop working with you?
You keep the documented process and your data.