The Avrios Procurement Module simplifies and optimizes your procurement process, ensuring full visibility, automation, and control over every step. From initial request to vehicle handover, the module keeps everything organized, automated, and accessible in one central place.
This article provides an overview of the key features that help fleet managers, procurement teams, and finance departments manage vehicle acquisitions more effectively.
🛠️ Procurement Overview – Full transparency at a glance
The Procurement Overview is your command center, giving you instant insight into the status of all procurements.
What You Can Do:
Track all ongoing, completed, and upcoming procurements in one centralized dashboard.
Use filters and sorting to quickly find procurements based on status, supplier, or deadlines.
Customize the columns and displayed data to match your personal procurement workflows.
💡 Example Use Case: A fleet manager can instantly see which procurements are delayed, in progress, or awaiting approval without manually checking multiple documents.
📑 Automated Offer Management – Compare & select the best option
No more scattered email threads and lost offer documents! Avrios automates the collection and comparison of vehicle offers.
What You Can Do:
Send direct offer requests to leasing providers, suppliers, and dealerships.
Automatically extract pricing, financing, and contract details from email attachments & PDFs.
Compare offers side by side to ensure the best financial and operational decision.
💡 Example Use Case: A fleet manager receives multiple leasing offers for a new vehicles. Instead of manually inputting data into a spreadsheet, Avrios extracts and compares monthly lease rates, contract terms, and additional costs side by side, allowing to select the most cost-effective option in minutes.
✔ Approval Process – Collect approvals before ordering vehicles
Before placing an order, ensure internal approvals are completed to comply with company policies and budgets.
What You Can Do:
Assign approvers (e.g., fleet managers, finance team, or executives) for each procurement.
Track approval progress with real-time status updates.
Prevent unauthorized purchases by blocking order placement until approvals are completed.
💡 Example Use Case: A company requires that the driver’s manager approves any new vehicle request before procurement proceeds. The manager receives an automated notification and can approve or reject the request directly in Avrios.
⚡ Task Management – Keep every procurement step on track
Ensure that every procurement follows a structured process with automated task lists and reminders.
What You Can Do:
Use predefined task templates to standardize procurement workflows.
Get automated alerts for upcoming or overdue tasks (e.g., contract signing, vehicle handover).
Assign tasks to specific team members, ensuring accountability.
💡 Example Use Case: A fleet operations team uses task lists to ensure that every new vehicle procurement follows the same structured process, reducing errors and delays.
🔔 Smart Alerts & Notifications – Never miss a critical step
The Procurement Module proactively notifies you when something needs attention.
What You Can Do:
Get alerts for overdue tasks, unread messages, and upcoming procurement steps.
Use the “Remind Me” alert to set follow-up reminders for supplier or driver conversations.
Filter procurements by those requiring immediate action to focus on priorities.
💡 Example Use Case: A fleet manager gets notified when a procurement task is overdue, ensuring that vehicle acquisition doesn’t get delayed.
📂 Centralized Procurement File – One place for all documents & communication
Every procurement has its own dedicated file, acting as a central hub for all related documents, contracts, and conversations.
What You Can Do:
Store all procurement-related documents (offers, contracts, invoices, approvals) in one place.
Keep all supplier, driver or internal communications centralized.
Track the entire procurement history to ensure compliance and audit readiness.
💡 Example Use Case: Instead of searching through inboxes, a fleet manager can open a procurement file and immediately access all relevant documents and emails.
💰 Financial tracking – Gain control over procurement costs
Keep a clear overview of procurement expenses and financing to optimize fleet budgeting.
What You Can Do:
Track vehicle financing details (leasing costs, purchase price, contract terms).
Compare old vs. new financing costs to make cost-effective decisions.
See a list of upcoming financing obligations to plan budgets efficiently.
💡 Example Use Case: The finance team can see a summary of all upcoming vehicle financing costs for the next quarter, making budgeting more predictable.
🚗 Create vehicles Directly from Procurements
Once a vehicle has been procured, it needs to be added to your fleet records. Avrios makes this process seamless.
What You Can Do:
Automatically create new vehicle records in your fleet system from procurement data.
Transfer key procurement details (supplier, financing, contract terms) into the vehicle record.
Ensure that all newly acquired vehicles are correctly documented and ready for use.
Transfer all procurement-related documents into the vehicle file for future reference.
💡 Example Use Case: When a leasing agreement is finalized, Avrios lets a fleet maanger creates a new vehicle record, eliminating manual data entry and ensuring a seamless transition from procurement to fleet management.
🚀 Why Avrios Procurement Matter
Eliminate manual tracking → Avrios keeps everything structured and automated.
Save time & reduce errors → Automatic data extraction and alerts help avoid mistakes.
Increase financial control → Easily compare costs and manage procurement budgets.
Improve collaboration → Centralized communication ensures smoother supplier interactions.
Gain full visibility → Always know where every procurement stands.
📌 What’s Next?
Now that you understand the key features, here are the next steps:
For any questions, visit our FAQ section or contact Avrios Support. 🚀