For procurement teams
Agree it in writing before money moves
Procurement depends on the right people agreeing the right terms before anything is ordered or paid. AiresDocs gets new suppliers set up against your terms, purchase orders accepted in writing, and spend approved by the budget holder, with every step on a certificate you can show an auditor.
- Suppliers set up against your terms, approved before first use
- Purchase orders accepted in writing, with the price and date
- Spend approved by the budget holder before anyone orders
What procurement teams send through AiresDocs
Each one is a template you set up once. The right-hand column says whether it can be signed electronically, and where the law asks for something more.
Supplier set-up and terms acceptance
Sign electronicallyThe supplier's company details and their acceptance of your purchasing terms, then your approval of the new supplier.
Starter template included: supplier signs, a procurement approver approves. Bank details are collected separately and confirmed by phone.
Purchase order acceptance
Sign electronicallyThe supplier confirms the order, price and delivery date, so there is no argument later about what was agreed.
Starter template included; pre-fill the order number, value and date, or create it from your purchasing system through the API.
Supplier agreement or framework
Sign electronicallyThe longer agreement for a regular supplier: scope, service levels, prices, liability, termination.
Route it to your approver first for non-standard terms; attach schedules as extra files in the same pack.
Non-disclosure agreement
Sign electronicallyConfidentiality before a tender, a pilot or sharing specifications.
The mutual NDA starter template works here too; publish it as a contract link so bidders can sign before they receive the pack.
Ready-made for procurement teams
Add one to your templates in the app with one click: the wording, roles, routing and fields are already set up, and you can change any of it. They are a starting point, not legal advice, so read the wording and adapt it to your business.
Supplier details and terms acceptance
A new supplier gives their company details and accepts your purchasing terms; procurement approves.
SupplierProcurement approver (approves)
Purchase order acceptance
The supplier accepts a purchase order, its price and its delivery date in writing.
Supplier
From agreed in principle to signed and filed
The same four moves every time, so the process does not depend on who is in the office.
- 1 Prepare
Any agreement ready in minutes
- 2 Send
To the right people, in the right order
- 3 Sign
From any phone, with nothing to install
- 4 Manage
Sealed, filed and provable
- 1
Prepare once
Add the supplier set-up, purchase order and spend approval starter templates, adjust the wording to your purchasing terms, and set who approves.
- 2
Send or trigger
Send from a template with the order's values pre-filled, publish a contract link for new suppliers, or create contracts from your purchasing system through the API.
- 3
Suppliers sign, approvers approve
The supplier fills in and signs from any device; the approver approves or rejects with a reason. Reminders chase on your schedule.
- 4
Filed with proof
The sealed agreement and certificate record who agreed what and when. Reports show what is still outstanding; the verification page answers any later dispute.
The features that do the work for procurement teams
Approvers in the routing
An approver approves or rejects without signing, anywhere in the order. A rejection stops the contract and says why.
Templates with pre-filled values
Order number, value and delivery date filled in from your system or by hand, shown read-only to the supplier.
Purchasing system integration
Create the order acceptance when the order is raised; the webhook updates the order when the supplier signs.
Proof for the auditors
A sealed file and a certificate with every step, identity check and fingerprint, verifiable by anyone you share it with.
Annual terms updates
Send updated purchasing terms to every supplier from a spreadsheet; each gets their own copy and certificate.
A shared set of templates
On Team, everyone buys against the same templates and approvers, and reports show what is outstanding across the team.
What it costs
A single buyer is fine on Pro; a team sharing supplier templates and approvers wants Team, one flat price for up to ten people.
- Free £0 · 3 contracts a month
- Pro £12/month or £99/year · unlimited contracts, one person
- Team £29/month or £249/year · unlimited contracts, up to 10 people
Guides for procurement teams
- Audit trails explained: what a completion certificate provesEvery line of a completion certificate, what it is evidence of, and the limits of IP addresses and timestamps.
- What makes an electronic signature legally binding?Intent, consent, attribution and an intact record: the elements behind every e-signature law.
- How to verify a signed contract has not been alteredHashes, seals, certificates and the verification page, and what a mismatch does and does not mean.
Also built for
- SalesQuotes, order forms and service agreements signed while the customer is still keen.
- HR & recruitingOffer letters, contracts and policies signed before the candidate changes their mind.
- Landlords & letting agentsTenancy agreements, deposit paperwork and inventories signed from the tenant's phone.
- Agencies & freelancersProposals, statements of work and NDAs agreed in writing before the work starts.
- Finance & accountingEngagement letters, direct debit mandates and approvals with proof for the auditors.
- Customer experienceWelcome forms, service changes and consents confirmed by the customer in minutes, on their phone.
Questions procurement teams ask
For the law behind the answers, see when electronic signatures are binding. None of this is legal advice.
Can a supplier fill in their details and accept our terms in one step?
Yes. Send the supplier set-up template: the supplier enters their company name, number, VAT number and contacts, ticks that they accept your purchasing terms and signs. A procurement approver then approves or rejects the set-up, and both steps are on the certificate.
Should we collect bank details on the same form?
We suggest not. Collect bank details separately and confirm them by phone with a contact you already know before the first payment; invoice and payment-diversion fraud usually starts with an email asking to change bank details. The starter template says so on the form itself.
How do we get spend approved before anyone orders?
Use an approver role. The requester fills in the supplier, amount and reason and signs; the budget holder approves or rejects with a reason. Only an approved request should become an order, and the approval, with time and identity, is on the certificate.
Can a supplier accept a purchase order from their phone?
Yes. Pre-fill the order number, value and delivery date from the template, send it, and the supplier signs from the email on any device without creating an account. If something is wrong they decline with a reason instead, and you send a corrected order.
Can our purchasing system send these automatically?
Yes, through the API: create the contract from a template with the order's values, and hear back by webhook when it is signed or declined. The developer page explains how.
Get the next supplier set up against your terms
Free for 3 contracts a month, no card needed. Unlimited contracts from £99 a year when you are ready, and you can cancel in one click.