Managing the purchasing process in a K-12 environment can be time-consuming and frustrating. From purchase requests to approvals, to receiving goods and paying invoices — it’s easy for delays and confusion to slow everything down. Staff often end up chasing down paperwork instead of focusing on what really matters: supporting students and teachers.
Softdocs solutions make it easier to submit, track, approve, and manage purchase requests while reducing manual effort and improving transparency every step of the way.
Build and Route Purchase Requests with Electronic Forms & Workflow
Many Softdocs customers have made e-forms and workflow an integral part of their purchasing process. Our Form Builder allows users to create highly usable, accessible, attractive, and easy-to-complete forms for submitting purchase requests.
Easy form creation: Build customized forms tailored to your district’s needs.
Smart integrations: Use integrated data from your existing systems to prefill requestor information, search approved vendors, and assign cost centers.
Automated routing: Route forms through workflows that match your approval processes. Workflows can be assembled to align with simple or very complex business requirements, allowing for user-directed or automated routing to ensure requests arrive where they need to go in real time.
Real-time visibility: Staff can track where a request is being processed. Admins can easily reassign or move forms within the workflow if needed.
Helpful notifications: Automatically notify submitters, approvers, and others at every key step.
With e-forms and workflow automation, you can create easy-to-use forms that make submitting purchase requests a breeze — no coding required. Everything flows automatically, which means fewer bottlenecks and faster approvals.
Manage District Documents with Ease Using Content
Once forms have completed their workflow process, they can automatically file directly into Content, our document management system.
In addition to serving as your district’s electronic filing cabinet, Content keeps everything organized and working together:
- Automatically files and links related documents like purchase orders and invoices.
- Updates documents as new versions come in.
- Routes incoming files (like emailed invoices) into review and approval workflows.
No more digging through folders or email chains. Everything is right where it should be.
Format and Deliver Purchase Documents with Serve
Softdocs also has a solution that allows you to customize the formatting and delivery of documents generated by your district.
Need to send out documents like purchase orders, checks, or tax forms? Serve helps you create and deliver them with the correct branding, formatting, and distribution—every time.
- Generate documents for internal or external use.
- Automate delivery via email or file uploads.
- Automatically file copies into Content for easy access and auditing.
Serve brings consistency and control to your document output without adding work for your team.
A Platform Built for K-12
At Softdocs, we know every school district works a little differently. That’s why our platform is flexible and built to fit your existing processes, not the other way around.
Our products are designed to be configurable to meet even the most complex business requirements.In fact, in many cases, Softdocs provides opportunities to simplify processes by automating the tasks that take the most time to execute.
The following demonstration provides an overview of an example purchasing process, from creating and approving a Requisition to filing Purchase Orders and Invoicesand sending Invoices into a workflow to approve and process them for payment.
Demo Day: How Softdocs Simplifies the Purchase Order Process
Join Peter Woodward, Client Success Architect at Softdocs, for a 30-minute walkthrough of how Softdocs streamlines purchase order workflows for K-12 districts. See how schools can automate approvals, gain real-time visibility into requests, and keep documents securely organized.
Duration: 30 minutes
If you are a current customer and are interested in learning more, please get in touch with your client success manager who will be happy to personalize the process for your needs.
Want to see how it could work for your district? Let’s talk. Schedule your personalized Softdocs demo today.
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