Purchasing is where money leaks: in the gaps between email, WhatsApp, Excel and your ERP. Riwyre joins procurement and finance into one controlled process, puts an audit check at every step, and automates the handoffs so nothing waits in nobody's lap.
The largest global fraud study looked at 1,921 real cases in 138 countries. The patterns point straight at purchasing and payments.
of yearly revenue is what the typical organisation loses to fraud.
of fraud cases involve corruption: kickbacks, bid rigging and conflicts of interest, the schemes that run through purchasing.
of cases are billing schemes: fake vendors, and inflated or duplicate invoices.
of frauds happened because controls were missing (32%) or someone overrode them (19%).
is the median time before a fraud is found.
lower losses where management review is in place.
Procurement fraud ranks among the three most disruptive economic crimes companies face.
companies use no data analytics at all to spot procurement fraud.
Sources: ACFE, Occupational Fraud 2024: A Report to the Nations · PwC, Global Economic Crime Survey 2024
One purchase lives in four places. Your system of record only sees the last one, so the controls your auditors rely on are checking a decision that was already made.
The request, the quotes and the "approved" reply, forwarded back and forth.
"Sir, the purchase is urgent. Please approve it today."
A budget sheet exported, emailed to finance, and typed back in by hand.
Entered at the very end, approved again for the record.
Procurement thinks the job ends at the purchase order. Finance thinks it starts at the invoice.
The money leaks in between.
One large purchase broken into small ones to stay under an approval limit.
Split detection across requester, vendor and dates, with the full amount sent to the right approver.
A vendor that exists only on paper, or the same vendor set up twice.
Tax registration and bank account checked before any vendor is created, plus a duplicate check.
The same invoice paid twice, or billed above the agreed price.
Three-way match: purchase order, goods received and invoice must agree before payment.
A vendor chosen because of who they know, not what they offer.
Quote rules by value, approved vendor lists, conflict declarations, and a requester who can never approve their own purchase.
Approved on WhatsApp, approved again in the system later.
One approval, recorded once: who approved, when, on which channel and based on what.
Money is committed before finance even knows the purchase exists.
Budget reserved the moment the request is raised, before quotes are collected.
Payment released without proof of delivery.
Goods received confirmed by someone other than the buyer, before the invoice can be paid.
A vendor's bank account quietly changed before a payment run.
Any bank change verified independently and approved by two people.
When every purchase gets the same heavy checks, people route around them, and the risky purchases hide in the queue with the trivial ones. We set controls by value, vendor and category, so effort goes where the risk is.
Procurement and finance run as one process. Each step leaves a record your auditors can read without asking anyone for a file. How deep each check goes depends on the risk of the purchase.
Department raises the need
Budget available and reserved. The requester can't approve their own request.
Procurement sources vendors
Number of quotes set by purchase value, approved vendor list, conflict of interest declared.
Only if the vendor is new
Tax registration and bank account verified. Duplicate vendor check.
Right approver, right limit
Approval limits by amount, split purchase detection, segregation of duties.
Issued to the vendor
Order matches the approved quote and the budget line it was reserved against.
Store or user confirms delivery
Confirmed by someone other than the buyer, with quantity and quality checked.
Finance receives the bill
Three-way match, duplicate invoice check, correct tax deductions.
Money leaves the company
Dual signatories, verified bank details, approved payment run.
Management and audit
Budget, committed and spent, live by cost centre. A full audit trail for every purchase.
In most organisations, finance sees a purchase after it's been agreed. By then the budget check can only record the decision, not stop it.
It isn't laziness. These are smart, capable people. The process is built so that nobody inside it can see it whole, or has the authority to change it.
Procurement owns its steps, finance owns its steps. The delay lives in the handoffs between them, and the handoffs belong to nobody.
When something is urgent, someone sends a WhatsApp and it gets done. A process that never visibly fails never gets fixed.
Every audit observation adds a signature. Removing one feels risky, and nobody inside has the authority to do it.
The ERP was set up years ago to copy the paper process of that time. Changing it needs IT time, vendor cost and approvals, so email and WhatsApp fill the gap.
"I have it in writing."
Approving on paper and then again in the system feels like double protection. Where people fear blame, duplication feels safe.
We work with companies running complex, integrated systems across many sites, with scattered teams, where work gets routed between departments before anyone can act on it.
Branch requests travel through regional and central teams, with strict audit and regulatory expectations at every step.
Urgent purchases for production, many vendors, and goods received at sites far from the finance team.
Universities and institutes with departmental budgets, committee approvals and funded projects with their own rules.
Groups with scattered offices where requests move on email and WhatsApp between people who never sit together.
We follow real purchases from request to payment, across email, WhatsApp, paper and your ERP, and test every control against your own policy.
Requests captured wherever they arrive, budget reserved, routed to the right approver, chased, matched and recorded in your ERP.
Approval limits, segregation of duties, three-way match and a full audit trail, enforced on every purchase.
Small, fast fixes that save hours every week, without a new system.
We keep the process and its controls running, watch where purchases still wait, and fix the next bottleneck.
Follow real purchases end to end and test every control against your policy.
Remove steps that protect nothing: duplicate approvals, extra copies, re-keying into Excel.
Put each control at the right step and automate the handoffs between procurement and finance.
Every purchase tracked live, with budget, approvals and payment in one audit trail.
We work around your ERP, email and WhatsApp. No rip and replace.
Nobody has to learn a new portal to raise a purchase request.
Approvals stay with accountable people. Everything around them runs on its own.
A fixed-fee review first, then a monthly fee per process. No timesheets.
I've spent more than 20 years in operations and technology, running distributed delivery teams for companies ranging from startups to global consumer brands. I've designed operational systems by sitting with the people who run them every day.
In almost every organisation I've worked with, I've seen the same thing: good, smart people, expensive systems, and work that still moves on email and WhatsApp. Riwyre exists to fix the part that no one can fix while sitting inside the company.
No. Riwyre works around the systems you already have. Purchase requests keep arriving on email, WhatsApp or forms; we track and control the steps in between and record the result in your ERP.
We plan around Microsoft Dynamics, Odoo, SAP Business One, Excel and Google Sheets, Outlook, Gmail and WhatsApp Business. Older or custom systems are checked case by case during the review.
A map of how purchases really move from request to payment, every place they wait, the control gaps against your own policy, a scan of your purchase data for red flags, and a plan for what to fix first. It takes 2 to 3 weeks and has a fixed fee.
Yes. Every purchase leaves one trail: who requested, who approved, against which budget, what was received and what was paid. Internal and external auditors can see it without chasing files and emails.
Not when they're proportionate. Low-risk purchases get lighter, automated checks, so they move faster than today. The heavier controls are kept for high-value purchases, new vendors and sensitive categories.
The decision stays with your people. Everything around it is automated: capturing the request, reserving budget, routing, chasing late approvers, matching invoices and recording the outcome. Low-value purchases can be auto-approved under a policy you set.
We only use the access you approve, keep a full audit trail of every automated step, and can discuss private deployment where your data must stay in your environment.
Book a 30-minute call. Bring one purchase that took too long or didn't feel right, and we'll show you where it waited and which control was missing.