Purchase requests
Staff ask for purchases; their manager approves, finance too above 1,000; ordered and received tracked.
Records: purchase requests
Operations, from purchase to delivery.
Purchase requests approved by the right person, stock that warns before it runs out, customer orders followed to delivery, and tenders kept to their deadlines.
Sample conversation
You
I need a new laptop for the design team, about 1,450 EUR from Dell, my old one is dying.
Kibo
I will file the request. At 1,450 EUR it goes to your manager first, then to finance, because it is above 1,000.
Laptop for the design team
ItemLaptopQuantity1SupplierDellAmount1,450.00ReasonCurrent laptop is failing
1 · What it runs
The processes in this kit.
Purchase requests that staff submit, approved by their manager and by finance above an amount; stock with reorder levels, alerts when an item runs low, and stock that follows shipped orders and received purchases; customer orders and tenders.
Stock and inventory
Items, quantities and reorder levels; low stock flagged at once; shipped orders and received purchases move the stock.
Records: stock
Order tracking
Customer orders from an inbox into a table, changes applied, the team told; shipped orders leave stock.
Records: orders
Tender tracking
Tenders and every requirement, deadlines, answers drafted only from your company facts.
Records: tenders, tender requirements
2 · Examples
Real requests, and the card each one produces.
Sample conversation
You
I need a new laptop for the design team, about 1,450 EUR from Dell, my old one is dying.
Kibo
I will file the request. At 1,450 EUR it goes to your manager first, then to finance, because it is above 1,000.
Laptop for the design team
ItemLaptopQuantity1SupplierDellAmount1,450.00ReasonCurrent laptop is failing
Sample conversation
You
Order 2 monitors from Bürowelt, 280 each, for Sophie's desk, cost centre 4100.
Kibo
2 x 280 = 560 EUR, which is under 1,000, so only your manager has to approve. Shall I file it?
Monitors for Sophie
ItemMonitorQuantity2SupplierBüroweltAmount560.00Cost centre4100
Sample conversation
You
We received 40 boxes of A4 paper in the main warehouse.
Kibo
I will add 40 boxes to A4 paper at the main warehouse: 12 now, 52 after. That is above the reorder level of 20, so the status stays in stock.
A4 paper: +40 boxes
ItemA4 paperLocationMain warehouseQuantity52Reorder level20Statusin stock
Sample conversation
You
Used 6 toner cartridges today.
Kibo
Taking 6 out leaves 2 toner cartridges, which is below the reorder level of 4, so the item becomes low and the operations group will be told.
Toner cartridges: -6
ItemToner cartridgeQuantity2Reorder level4Reorder quantity10Statuslow
Sample conversation
You
Order mail from Hofer Küchen: 6 oak worktops, 4,320 EUR, delivery 15 December to Linzer Straße 12, Salzburg.
Kibo
This is a new order, not a change, so I will add it with everything the email gives and notify the sales group.
Order: Hofer Küchen
CustomerHofer KüchenItemsOak worktopsQuantity6Amount4,320 EURDelivery date2026-12-15
Sample conversation
You
Hofer Küchen moved their delivery to 22 December, and we confirmed the order.
Kibo
I will update the existing Hofer Küchen order: delivery date 22 December, status confirmed, and notify the sales group.
Order: Hofer Küchen
CustomerHofer KüchenDelivery date2026-12-22Statusconfirmed
Sample conversation
You
Add the tender from Stadtwerke Linz: office furniture framework, deadline 10 December, reference SWL-2026-114, worth about 120,000 EUR.
Kibo
I will add the tender as spotted with its deadline and value. The task for the owner comes 3 days before the deadline, on 7 December.
Tender: Stadtwerke Linz
TitleOffice furniture frameworkBuyerStadtwerke LinzReferenceSWL-2026-114Deadline2026-12-10Statusspotted
Sample conversation
You
The Stadtwerke tender asks for an ISO 27001 certificate. Add it and draft the answer.
Kibo
I will add it as a mandatory requirement and draft the answer only from the certifications in our company facts. A person must check it before it counts as final.
Requirement: ISO 27001
TenderSWL-2026-114RequirementValid ISO 27001 certificateTypemandatoryAnswer statusdraftedEvidenceCertification from company facts
3 · Approvals and reminders
Rules it sets up, enforced by code.
- Approval · Purchase requests
Step 1: the person's manager
Step 2: the finance group when “amount” is over 1000 - Reminder · stock: 90 days after “last counted”
- Report · A summary to the manager, every Monday at 8:00