Platform
Bollard covers the full procure-to-pay loop and multi-site inventory in one system. Each step hands a checked record to the next, so every order is held to the terms you agreed.
Follow one order from request to payment.
01
Requisition
Costed before anyone signs.
The head chef at Harbour View builds the order from the item master. Bollard prices every line and shows who will approve it before it is sent.
REQ-2026-0142
Harbour View Bistro, Unit 04
Draft, costed
| Item master line | Qty | Unit cost | Line |
|---|---|---|---|
| Romaine hearts, case of 24 | 40 | $28.90 | $1,156.00 |
| Extra virgin olive oil, 5 L tin | 12 | $46.50 | $558.00 |
| Sourdough flour, 25 kg | 20 | $34.90 | $698.00 |
02
Two-key approval
Two signatures, routed by the amount.
At $2,412 the order is over the unit manager's $1,500 limit, so the district manager signs too. Finance only sees orders above $10,000.
REQ-2026-0142
Harbour View Bistro, Unit 04
Approved, 2 of 2
$2,412.00against this unit's approval limits
03
Quotation lock
The winning quote becomes the price.
Three suppliers quoted for the romaine. GreenLeaf's $28.50 a case is written onto the purchase order, and every later document is checked against it.
REQ-2026-0142
Harbour View Bistro, Unit 04
PO-2026-0089 issued
RFQ-2026-0042, romaine hearts, 40 cases
PO-2026-0089
40 × $28.50 = $1,140.00, net 45, to the Unit 04 dock
04
Dock inspection
Counted at the door. Rejects set aside.
Six cases arrive above temperature. The receiver rejects them on the receipt, so they go to quarantine instead of onto the bill. Two bags of flour are backordered and that line stays open.
REQ-2026-0142
Harbour View Bistro, Unit 04
Received, 6 cases quarantined
GRN-2026-0114, counted by J. Okafor at 07:40
| Line | Ordered | Received | Accepted | Rejected |
|---|---|---|---|---|
| Romaine hearts | 40 | 40 | 34 | 6 |
| Olive oil, 5 L | 12 | 12 | 12 | 0 |
| Sourdough flour2 backordered, line open | 20 | 18 | 18 | 0 |
Quarantine: 6 cases of romaine
6.4 °C on arrival against a 5 °C limit. Kept off the payable.
05
Three-way match
The invoice has to agree with both.
GreenLeaf bills 40 cases at $31.20. The order says $28.50 and the receipt says 34 accepted, so Bollard holds the payment and shows exactly why.
REQ-2026-0142
Harbour View Bistro, Unit 04
Payment held
| Check | Order | Receipt | Invoice | Result |
|---|---|---|---|---|
| Unit price | $28.50 | — | $31.20 | |
| Quantity | 40 | 34 | 40 | |
| Vendor | GreenLeaf | GreenLeaf | GreenLeaf |
Payment held
Invoiced $1,248.00 for the romaine. Payable once corrected: $969.00, which is 34 accepted × $28.50.
Module by module
Everything in the story above, with the screens your team will use.
Requisitions
Staff pick items, quantities and a required date. Bollard estimates the total from item-master costs and shows the approval route before the request is submitted.
Approvals
Chains follow your rules by amount, site and role. Approvers see the full request on one screen, on a phone or a desk, and decide in one click.
Sourcing and purchase orders
Send RFQs, compare quotations side by side and raise the purchase order from the winner. The PO carries the agreed price, terms and delivery site.
Receiving
The store records received, accepted and rejected quantities against the PO. Partial deliveries stay open, and rejected stock never becomes billable.
Three-way match
Recording an invoice compares it with the order's prices and the receipt's accepted quantities. A padded price fails on value, a short delivery fails on quantity, and payment can only be raised against a match.
Inventory and transfers
Live levels per site with reorder points, plus transfers from the central store to each site, dispatched at one end and received at the other.
Dashboard and audit
The dashboard shows value in flight by stage and what needs attention first. The audit trail records every change, with the before and after, and cannot be edited.
Held by the ledger
Screens can hide a button. Bollard writes these rules into the database underneath, so no export, report or determined user can get around them. Try both.
Everyone works from the same records, but each person sees only their part. A unit manager sees their unit, finance sees the network, and another company sees nothing of yours.
Unit managers see their own unit's orders, and nothing else.
| Order | Site | Total | Status |
|---|---|---|---|
| REQ-0138 | Harbour View | $1,820.00 | Approved |
| REQ-0142 | Harbour View | $2,412.00 | Approved |
2 orders visible
Hidden rows are drawn here for the demo. A real view never lists them.
Once something is recorded, it stays as it was. Corrections are added as new entries, never written over old ones, and each entry is sealed to the one before it.
Order historynow ---- -- -- --:--:--.--- UTC
R. Mensah approved REQ-2026-0142
14 Oct, 09:14:07.312
D. Ferreira approved REQ-2026-0142
14 Oct, 10:02:51.086
A. Lindqvist issued at $28.50 a case PO-2026-0089
14 Oct, 11:30:19.640
J. Okafor received 34 of 40 cases GRN-2026-0114
15 Oct, 07:40:02.957
Every entry is sealed to the one before it. Try changing the agreed price above.
Compared
Most multi-site operators run on shared spreadsheets or a heavy ERP. Here is where each one gives way.
| Capability | Shared spreadsheets | Legacy ERP | Bollard |
|---|---|---|---|
| Your words for sites, roles and documents | Partly: Whatever each tab is called | No: The vendor's vocabulary | Configured per customer |
| Approval routing by amount, site and role | No: Email and memory | Yes: After a long configuration project | Set up in discovery |
| Agreed price carried from quote to PO to invoice | No: Re-typed at each step | Partly: Often a separate module | Locked on the PO |
| Rejected goods kept off the bill | No: Relies on someone noticing | Partly: Depends on the receiving setup | Recorded per line at the dock |
| Payment blocked until the invoice matches | No: Manual comparison | Yes: Usually, once configured | Enforced in the database |
| Each site sees only its own records | No: Share the file, share everything | Yes: Through role design | Row-level security |
| An audit trail nobody can edit | No: Anyone can overwrite a cell | Partly: Logs spread across modules | Append-only log |
| Time to the first live site | Yes: Today, with no controls | No: Months of implementation | About two weeks |
See your sites, approval routes and item master running on Bollard, and one of your own orders matched end to end.