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Vendor management and procurement softwareFrom a purchase request to a paid vendor bill.

Vendors, purchase orders, receipts, bills and payments for every centre, with GST worked out and every approval on record.

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Vendors and procurement / Vendor bills / VB/ALTURA/2026-27/00031Matched

Sparkle Facility Services, invoice SPK/1214. Service confirmed for 1 to 31 October 2026 on SC/ALTURA/2026-27/00007.

The bill matched against the purchase order and the service confirmation
Match by linePOConfirmedBilled
Taxable value₹1,20,000₹1,20,000₹1,20,000
CGST 9%₹10,800—₹10,800
SGST 9%₹10,800—₹10,800
Matched. Ready for approval.
Bill total
₹1,41,600
TDS recorded
₹2,400
Net payable
₹1,39,200

Every centre buys something every day.

Housekeeping, security, pantry supplies, repairs. When buying runs on email and phone calls, nobody can say what was ordered, what arrived and what is still owed until the vendor calls.

  • A purchase is approved on a chat message, and nobody can find it later.
  • A bill is paid even though only part of the order arrived.
  • GST on the bill is checked by eye, if at all.
  • A vendor's bank account changes after one email.

One order, from the request to the payment

Altura Kharadi needs housekeeping for October. Here is that order in rivonOS.

  1. Purchase request

    The community manager asks for housekeeping for the month, for the centre, with the category and the amount.

  2. Approval

    The request goes to the right approver under your rules for amount, category, centre and company. Nobody approves their own request.

  3. Purchase order

    The PO is numbered when it is approved, PO/ALTURA/2026-27/00012, with GST worked out on the server. The vendor gets a PO PDF.

  4. Service confirmation

    At the end of the month the centre confirms the service for 1 to 31 October. For goods, the team records a goods receipt, and returns if anything comes back.

  5. Vendor bill

    The bill is matched against the PO and the confirmation, component by component. It matches, so it goes for approval, and the amounts are frozen once approved. TDS of ₹2,400 is recorded.

  6. Payment

    Accounts pays from the bank, then records the payment in rivonOS against the approved bill, net of TDS.
Vendors and procurement / Purchase orders / PO/ALTURA/2026-27/00012Issued

Sparkle Facility Services

Housekeeping, October 2026, Altura Kharadi

Buying company GSTINMaharashtra (27)

Vendor GSTINMaharashtra (27)

Taxable value
₹1,20,000
CGST 9%
₹10,800
SGST 9%
₹10,800
PO total
₹1,41,600

Same state, so CGST and SGST. A vendor in another state gets IGST.

Simplified renderings of rivonOS screens with fictional data: Altura Workspaces and its vendors are not real companies.

Vendors you can trust, with the paperwork in place

Every vendor is added once, checked and approved before anyone can order from them.

  • GSTIN and PAN checked. Formats are validated, including the GSTIN check character, so a typing mistake is caught when it is entered.
  • No duplicates. The same GSTIN cannot belong to two vendors.
  • Onboarding through approval. A new vendor is approved before new orders can be raised with them.
  • Contacts and documents. Keep the vendor's contacts, and documents with their expiry dates.
  • Vendor 360. One page per vendor: key facts, open purchase orders, what you owe and what is overdue, contracts, documents, bank accounts and history.
Vendors and procurement / Vendors / Sparkle Facility Services / Bank detailsWaiting for checker
Account number
•••• •••• 4821
Change
New account added
Added by
Accounts executive
Checker
Anyone allowed, except the person who added it
  • The checker confirms their password before approving.
  • “Show full number” shows it for 60 seconds, and every reveal is logged.

Bank details are masked. Every change needs a second person, who confirms their password, and the person who added the details cannot approve them.

Bills checked against what you ordered and what arrived

A three-way match compares the bill with the PO and with the goods receipt or service confirmation, before anyone approves it.

  • Each GST component checked. CGST, SGST and IGST are compared one by one, and reverse charge is handled when the vendor charges no GST.
  • Tolerances you set. Small differences within your limits pass. Anything else becomes an exception, with the reason in plain words.
  • No paying twice. The same vendor invoice number cannot be entered twice for one vendor.
  • Approval freezes the amounts. An approved bill cannot be edited. If it is wrong and unpaid, it is voided and entered again.
  • Bills without a PO always need approval.
Vendors and procurement / Vendor bills / ExceptionsDoesn't match

Brewhouse Pantry Supplies

Pantry supplies for Altura Kharadi, against PO/ALTURA/2026-27/00004 and GRN/ALTURA/2026-27/00007

Why it differs

  • Line 1: billed 1,050.00; the PO price gives 1,000.00; allowed difference 1.00.
  • Line 2: billed 12 is more than the 10 received.

To approve it anyway, the approver has to say why the difference is acceptable.

Simplified renderings of rivonOS screens with fictional data: Altura Workspaces and its vendors are not real companies.

Know what you owe, and what you have committed

Payables and ageing by vendor, and spend from the first commitment to the last payment.

  • Payments recorded, not sent. You pay at the bank; rivonOS records the payment and allocates it to approved bills, net of TDS.
  • Cheque and cash rules. A cheque payment needs its number. A cash payment shows a warning when cash to one vendor in a day goes over ₹10,000.
  • Reversals need a password re-check, and are written to the audit log.
  • Spend reports. Committed, received, billed and paid, by vendor, category, centre and company, including GST, with CSV export.
Vendors and procurement / Overview / Altura Kharadi, 2026-27Including GST
Committed
₹18.4L
Received
₹14.1L
Billed
₹12.9L
Paid
₹9.7L
Payables ageing
PayablesOutstanding
Not yet due₹2.1L
1 to 30 days overdue₹0.9L
31 to 60 days overdue₹0.2L

Controls your auditors will ask about

The same rules apply in every centre and every company you run.

  • Approval rules

    Set who approves by amount, category, centre and company, so each approval goes to the right person.

  • No self-approval

    Nobody approves their own request, order or bill, at any level of the approval chain.

  • Maker and checker on bank details

    Bank details need a second person with a password re-check, and every reveal of a full number is logged.

  • An audit log that can't be edited

    Every change is recorded with who made it, when, and the record before and after.

How rivonOS protects your data

The full list

Everything in vendors and procurement that is live today.

Vendors

  • Vendor master with GSTIN and PAN validation, including the GSTIN check character
  • Duplicate check: one GSTIN, one vendor
  • Contacts, and documents with expiry dates
  • Vendor onboarding through approval
  • Vendor 360
  • Bank details masked, with maker-checker, a password re-check and a log of every reveal

Contracts and buying

  • Vendor contracts with approval, revisions, expiry reminders and committed value
  • Purchase requests and approval
  • Purchase orders with GST worked out on the server: CGST and SGST, or IGST
  • Numbered at approval, per company and financial year
  • PO PDF, cancel and short-close
  • PO amendments with approval and revised PDFs

Receiving and bills

  • Goods receipts and returns
  • Service confirmations by period
  • Three-way match: PO, receipt or confirmation, and bill
  • Each GST component checked, reverse charge handled, tolerances
  • Plain-language mismatch reasons and an exceptions list
  • Duplicate vendor invoice numbers blocked
  • Approval freezes amounts; bills without a PO always need approval
  • TDS recorded on the bill

Payables and reports

  • Payables and ageing
  • Payments recorded against approved bills, net of TDS
  • Cheque and cash rules, with a warning above ₹10,000 cash
  • Payment reversal with a password re-check
  • Procurement overview: committed, received, billed and paid
  • Spend by vendor, category, centre and company, including GST, with CSV export

Companies and control

  • Legal entities, with several companies and GSTINs
  • Approval rules by amount, category, centre and company
  • No self-approval at any level
  • Every change in an audit log that can't be edited

Where it stops

So you can plan the rest of your stack.

It does not move money
Payments are made from your bank. rivonOS records them and keeps payables up to date.
It is not your accounting ledger
Your accounting software stays your ledger. Spend reports export to CSV.

Questions about vendors and procurement

Does rivonOS pay our vendors?
No. rivonOS does not move money. You pay from your bank as you do today, then record the payment in rivonOS against the approved bills it settles. The payment carries the date, the method and the bank reference or cheque number, and the bills and payables update.
How is GST on a purchase order worked out?
On the server, from two states: the state of the buying company's GSTIN and the state of the vendor's GSTIN. If they are the same, the PO carries CGST and SGST. If they differ, it carries IGST. Nobody types the tax by hand.
What is a three-way match?
A check that the vendor's bill agrees with the purchase order and with what actually arrived. For goods, that is the goods receipt. For a service, it is the service confirmation for the period. rivonOS checks quantities, prices and each GST component, within the tolerances you set.
What happens when a bill doesn't match?
It goes to the exceptions list with each reason in plain words, for example "Line 2: billed 12 is more than the 10 received." The bill can be corrected, rejected or voided, or a person allowed to do so can accept the difference with a written reason. Only matched, approved bills can be paid.
Can a bill without a PO be paid?
Yes, but it always needs approval, whatever the amount. Bills against a PO follow your approval rules.
How are vendor bank details protected?
Account numbers are masked. Adding or changing bank details needs a second person, the checker, who confirms their password before approving. The person who added the details cannot approve them. Showing a full number is allowed only for roles with permission, lasts 60 seconds and is logged every time.
How is TDS handled on vendor bills?
The TDS amount is recorded on the bill, and payments are allocated to approved bills net of TDS, so the payable shows what you actually owe the vendor.
We run several companies with several GSTINs. Does that work?
Yes. Set up each company as a legal entity, each with one or more GSTINs. Purchase orders and bills are numbered per company and financial year, and reports can be filtered by company.
Which pack is this, and what does it cost?
It is the Vendors and procurement pack: ₹2,900 per centre per month billed yearly, or ₹3,500 billed monthly, plus GST. It is included when you take every pack.

See procurement run on your own centres.

One hour with the people who built it, using your own centres. If rivonOS isn't the right fit, we'll tell you.

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