Procurement and purchase order web app Internal tool
Multybyte Purchase System
Multybyte Purchase System is an internal procurement and purchase order management platform developed for Multybyte Marketing India Co. It digitizes requesting vendor prices, comparing quotations and creating purchase orders, replacing a workflow that previously relied on WhatsApp and Excel.
Live preview
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The project
I designed and developed the Multybyte Purchase System as a full-stack internal business application for managing procurement operations. It connects products, vendors, stock levels, price requests, quotations and purchase orders into one centralized workflow, with dedicated Admin, Staff and Vendor access.
Administrators and staff can manage products and vendors, request prices from multiple vendors, compare received quotations, select vendors and generate purchase orders. Vendors receive a unique price-request link through WhatsApp without logging in, submit their prices and download their quotation PDF.
The system also includes stock and reorder workflows, Google Sheet synchronization, role-based permissions, activity logging, notifications, document generation and backend database integration.
What I built
- Full-Stack Procurement System
- Purchase Order Management System
- Admin Panel
- Staff Panel
- Vendor Management
- Product Management
- Price Request System
- Vendor Price Comparison
- Purchase Order Workflow
- Quotation Management
- Stock & Reorder Management
- Role-Based Access Control
- Vendor Price Submission
- Purchase Order PDF Generation
- Quotation PDF Generation
- Google Sheet Synchronization
- Activity Log
- Notification System
- WhatsApp Vendor Workflow
- Database Integration
- Backend Development
- Responsive Web Application
- AI Chatbot
Features
Procurement Dashboard
A centralized dashboard provides an overview of procurement activity and gives administrators access to the system's core workflows.
Product Management
Administrators can manage products, SKUs, images, Pack Of, HSN, MRP, GST, categories and associated vendors, with bulk Excel-based management tools.
Vendor Management
The system supports creating, editing, activating, deactivating, merging and managing vendors and their product relationships.
Price Request Management
Admins can create price requests, select vendors and send requests for product pricing, or save requests for completion later.
WhatsApp Vendor Price Link
Vendors can receive a unique price-request link through WhatsApp and submit product prices without requiring an account login.
Vendor Price Submission
Vendors can enter product prices and GST rates, review calculated totals and download their submitted quotation as a PDF.
Price Comparison
Received vendor prices can be compared side by side by product, with the lowest received price highlighted while the final purchasing decision remains with the administrator.
Direct Order
The Direct Order workflow allows an administrator to place an order with a selected vendor without first creating a price request.
Purchase Order Management
Administrators can create, send, track, update and manage purchase orders through a centralized order workflow.
Purchase Order PDF
The system generates structured Purchase Order PDFs containing vendor details, order information, products, quantities, pricing, GST and totals.
Stock & Reorder Management
The system tracks minimum stock, reorder levels and current stock to support procurement decisions and automated price-request workflows.
Automated Reorder Workflow
When stock falls below the configured minimum level, the system can automatically initiate a vendor price-request workflow for the required products.
Google Sheet Synchronization
The system synchronizes product and vendor information from connected Google Sheets automatically every 15 minutes, with a manual synchronization option.
Role-Based Access
Admin and Staff accounts can be assigned specific permissions, while vendors only access the orders and functionality relevant to their account.
Activity Log
The Activity Log records user actions and changes, including before-and-after values for important system operations.
Notifications
The notification system alerts administrators about important procurement events such as newly submitted vendor prices.
Vendor Order Panel
Vendors with accounts can view orders sent to them and update their order status through their dedicated panel.
Duplicate Prevention
The system uses SKU and vendor matching rules to reduce duplicate products and vendor records across procurement data.
Purchase Order Status Tracking
Orders can move through statuses including SENT, ACKNOWLEDGED, PROCESSING, SHIPPED, COMPLETED and CANCELLED.
Vendor Price Editing
Administrators can review and adjust vendor pricing, GST or quantities before an order is created.
AI Chatbot
The system includes a built-in AI chatbot.
How it works
Create a Price Request
An admin or staff member selects products and quantities and chooses which vendors to ask.
Vendors Receive a WhatsApp Link
Each vendor gets a unique price-request link through WhatsApp. No account or login is needed.
Vendors Submit Prices
Vendors enter prices and GST rates, review the calculated totals and can download their quotation as a PDF.
Compare Quotations
Received prices appear side by side by product, with the lowest highlighted.
Select a Vendor
The administrator makes the final decision and can adjust pricing, GST or quantities before ordering.
Generate the Purchase Order
The system creates a structured Purchase Order PDF and sends the order to the vendor.
Track the Order
The order moves through its statuses, from SENT to COMPLETED, in one central workflow.
Planned and experimental
Not finished. Listed separately so nothing here is mistaken for a current feature.
- “Hey Jarvis” voice navigation (planned, not built yet)
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