Your Company Buys Things Every Day.
Does It Remember?
ProcureTrail governs what your organisation buys, receives, owns, and retires — with multi-level approvals, physical verification, and accounting integration built in. Configured and supported by a Practicing Chartered Accountant.
Every purchase, every approval, every delivery — tracked, governed, and searchable. Your team handles procurement with clear authority. You see everything without being involved in everything. Works for organisations in any jurisdiction.
What's new — shipped since April 2026
Six capabilities have shipped since the April release. Each is governance-grade and ready to use.
| Capability | What it does | Read more |
|---|---|---|
| Quantity-split PO | Multiple POs can claim parts of the same requisition line, with live remaining-quantity tracking and a 409 envelope that blocks over-claiming at server commit. | Purchase order approval |
| Per-line GST ITC | Input Tax Credit eligibility decided per PO/GRN line — not per invoice — with eleven statutory block reasons and a CSV report wired to GSTR-3B reconciliation. | Per-line GST ITC |
| Import accounting v2 | Bill of Entry as source of truth for customs duty; five-bucket goods receipts (accepted / normal loss / rejected / damaged / short-landed) with recovery-path routing for Tally. | Import accounting |
| Landed cost management | Capitalise freight, CHA, insurance and customs duty to the underlying asset with a per-component cost ledger and Service Acceptance approval routed to the goods receiver. | Landed cost |
| Pickup log | Dual-layer collection tracking — gate-first with goods-receipt fallback — answering “who took the rejected items?” with append-only audit. | Goods receipt — pickup tracking |
| Tally wizard v2 + multi-currency | Discovery-driven setup (scan → pick existing / create new / skip), foreign-currency vendor ledgers with inline forex grammar, and journal-flipped reversals. | Tally integration |
All six are progressive — your existing flows keep working unchanged until you opt in.
Sounds Familiar?
You approve every purchase yourself. Your desk is the bottleneck. Quotes wait, contracts slip, staff stop asking and buy on their own.
You delegated to a trusted person. But you have no way to verify what they're buying, at what price, or from which vendor.
Someone asks "what did we spend on IT last year?" and nobody knows until the accountant compiles it three days later.
The auditor asked to see 5 assets. Two couldn't be found. One had no purchase record. You're not sure what you actually own.
Procurement fraud is now the number one economic crime in India. The common thread? No system to track who approved what.
Delegate With Guardrails
Set the rules once. Your team follows the process. The system enforces accountability. You see everything. Powered by ProcureTrail.
Procurement Governance
Multi-level approval workflows matched to your authority structure. Every purchase requisition is routed by department, category, amount, and location — with self-approval prevention and a complete audit trail.
Asset Register & Lifecycle
A living asset register that updates automatically as assets are procured, moved, written off, or disposed. Every asset has a unique system-generated ID, a custodian, a location, and a depreciation schedule. Year-end snapshots freeze the register for financial statements.
Goods Receipt & Invoice Matching
Goods receipt verification with three-way invoice matching — quantity, price, and GST. Discrepancies are flagged before posting. Accept within tolerance, or escalate. Gate entry inspection is available as an optional module when physical receipt verification is needed.
Physical Verification & Tagging
QR-tagged identification, phone-based scanning, and periodic verification campaigns. Create a campaign, assign target assets, scan to verify. Assets that can't be found are flagged. Verification campaigns and batch scanning are optional — available when you need them.
Vendor & Contract Management
Vendor lifecycles from onboarding through compliance tracking. GSTIN, PAN, MSME classification, TDS applicability, document expiry alerts — all in one place. AMC and warranty expiry tracked per asset, with alerts before contracts lapse.
Accounting Integration
Tally integration — available as an optional module. When enabled, every posting generates the correct voucher and asset master entry. Reconciliation verifies your operational data matches your books. GST, TDS, and HSN/SAC codes are handled automatically. Works without Tally too — the procurement and asset workflows are fully independent.
Built for the Compliance Your Auditor Will Check
Our solution helps you design the controls and audit trails that statutory auditors, internal auditors, and regulatory authorities expect to see — whether you follow IGAAP or Ind AS.
Companies Act 2013
Section 128, 129, 143
Books of account with true and fair view. Fixed asset schedules. Internal financial controls that the auditor can verify. Every transaction is an audit trail. What auditors check on fixed assets →
CARO 2020
Clause 3(i)
Proper records of fixed assets with quantitative details and situation. Physical verification of fixed assets at reasonable intervals. Title deed tracking. Discrepancy investigation and resolution.
Fixed Asset Accounting
AS 10 / Ind AS 16
Recognition at cost. SLM and WDV depreciation per Schedule II. Component-level tracking. Derecognition on disposal — write-off, scrap, or sale, each with its own treatment. Year-end snapshots for disclosure — works under both IGAAP and Ind AS.
GST Compliance
CGST Act
Automatic CGST/SGST/IGST split based on vendor GSTIN and location. Three-way invoice matching across PO, GRN, and invoice. Tax debit notes per Section 34. HSN/SAC validation. ITC eligibility tracking.
TDS Compliance
Section 194C, 194J
TDS section master with applicable rates, linked to vendors. TDS visible at PO approval. Deduction tracking across the procurement cycle.
Internal Controls
ICFR / SA 315
Multi-level approval routing. Segregation of duties. Role-based access. SLA monitoring. Tally reconciliation. Immutable audit trail across every module. Find where approvals get stuck →
How We Work Together
A professional service backed by a platform you can evaluate, configure, and use — with as much or as little guidance as you need.
Understand Your Operations
Your procurement process, approval authorities, asset categories, depreciation policies, and compliance requirements — mapped before anything is configured. Work with us through a structured operations study, or use the onboarding wizard to set up independently. Either way, the system adapts to your structure.
Configure the System
ProcureTrail is configured to mirror your organisation — approval matrix, asset classifications, depreciation classes, vendor list, Tally ledger mapping. Existing registers are migrated from Excel with validation. We can handle this for you, or your team can configure it directly — the platform is the same either way.
Ongoing Support
As your needs change, the system adapts. New departments, revised approval limits, additional asset categories. Periodic reviews ensure your controls remain effective and audit-ready. Support is available whether you started with guided setup or self-service — choose the approach that suits your organisation.
Start Simple, Grow As You Need
Every advanced module is a toggle — off by default. You start with the basics and turn on capabilities as your processes mature.
Day 1
Purchase requisitions with approval routing. Purchase orders. Single-receipt goods receipt. Asset register with depreciation. QR tagging. CSV export. That's it — no gate entry, no Tally, no mismatch workflows, no TDS tracking.
When You're Ready
Turn on gate entry for physical receipt verification. Enable Tally integration when your ledger mapping is ready. Activate mismatch resolution when you want three-way invoice matching. Enable HSN/SAC validation. Each is a single toggle in system configuration.
Full Governance
Piecemeal delivery for multi-receipt POs. Per-line approval topology. Bypass PO for fast-track items. Vendor debit notes. Physical asset verification campaigns. Self-declaration. Expense register. Every feature exists when you need it — none is forced before you do.
One Platform, Every Industry
Configurable field labels adapt the system to your organisational vocabulary — no customisation, no separate deployments.
| Your Industry | Department | Location L1 | Location L2 | Location L3 | Course Name | Specialisation |
|---|---|---|---|---|---|---|
| Education | Department | Campus | Building | Room | Course Name | Specialisation |
| Hospital | Ward | Hospital | Wing | Room | Ward Type | Specialty |
| Manufacturing | Division | Plant | Line | Station | Product Line | Process Area |
| Government | Unit | Region | Branch | Floor | Scheme | Programme |
Seven field labels configurable per organisation. One configuration change — the entire interface, reports, and exports reflect your terminology.
How Our Approach Works
Audit Trail by Design
Every transaction is logged with a timestamp, user, and approval level. Routing rules are snapshotted at the time of submission — subsequent configuration changes do not alter existing workflows. This supports the audit trail requirements under Section 143 of the Companies Act, 2013.
Configurable to Your Policies
Approval limits, GST treatment, depreciation methods, asset categories, and vendor compliance requirements are configured to match your organisation's policies. The approval matrix routes by department, category, amount, location, and other dimensions.
Cloud Platform — No IT Overhead
Your staff accesses the system through a web browser — no installations or server management required. Configuration can be handled by us or by your team. Physical verification is supported through phone-based QR scanning.
Data Portability
Complete data export is available at any time — asset register, procurement history, depreciation schedules, and verification records. Your data is not locked in to the platform.
Explore Further
Practical guides on procurement governance, asset management, and the real consequences of not having structured controls.
Audit qualifications, ITC reversals, duplicate payments, lost assets — nine documented consequences with prevention guides.
Guides36 practical articles on procurement workflows, asset verification, Tally reconciliation, GST compliance, and more.
What Should Automation Actually Automate?Form-filling saves time. Governance automation prevents losses. The distinction most tools don't make.
About Us
Kiren Kumar & Co, Chartered Accountants. ProcureTrail is our procurement and asset governance platform — delivered as a professional service — with guided setup, self-service, or both.
Led by CA Kiren Kumar Krishin, a Fellow member of the Institute of Chartered Accountants of India (ICAI) since 2009. With over 15 years of experience across statutory auditing, internal financial controls, IFRS reporting, and financial statement reviews — spanning member firms of KPMG and Grant Thornton networks, Shell, and Philips — the practice brings first-hand understanding of what auditors look for and what organisations need to stay compliant.
Get in Touch
Every organisation has different requirements. Share a brief overview of your setup and we will assess how our services may apply to your situation.