Buying stock or materials from more than a couple of suppliers usually means the relationship lives across email threads, a spreadsheet someone half-updates, and whatever's in your head about who owes what. BizFlare keeps the whole relationship — contact details, pricing, purchase history and account balance — against a single supplier record.
A Supplier Directory That's Actually Useful
Each supplier record holds the details you actually reach for: the business name, your contact person, email, phone, ABN, address, and free-text notes for the things that never fit in a form — delivery cut-off times, account numbers, "ask for Sam, not the front desk." The record is the starting point for every purchase order you raise with them, so the details only need to be entered once. It suits wholesale and distribution businesses buying from many suppliers at once.
"What did we last order from them?" — answered in one place
Pick a supplier and a date range, and BizFlare lists every purchase order you've raised with them, along with the goods received notes logged against each one — what was ordered, what actually arrived, and when. Filter by order status to see only what's still outstanding, or by payment status to see only what's unpaid. When a rep calls to ask about reordering, or you're preparing for a price review, the history is already assembled instead of scattered across your inbox.
Every supplier at a glance
Run the same view across all suppliers at once and you get a single table: how much you've ordered from each over the period, how much you've paid, and what's still outstanding. It's a quick way to see who you rely on most, which accounts need attention before the next payment run, and where your purchasing is concentrated. Print it or save it as a PDF for your bookkeeper, or see supplier spend over time in reports and analytics.
Compare Pricing Across Suppliers
When more than one supplier stocks the same product, record each of their prices against it. Every supplier price holds more than just a number:
- Cost price — what that supplier charges you for the item
- Minimum order quantity — so a cheap unit price that needs a pallet-sized order doesn't catch you out
- Supplier SKU — their product code, mapped to your own, so orders match their catalogue
- Effective-from date — so you know which price is current after a supplier increase
The cheapest price isn't always the best order
Seeing every supplier's terms for a product side by side means you can weigh the real trade-off — a slightly higher unit price from a supplier with no minimum, against a lower price that ties up cash in stock you won't sell for months. The decision is made on the numbers in front of you rather than on memory or last month's invoice. Once the order arrives, stock levels update automatically from the goods received note.
Balances and Returns, Kept on the Supplier's Record
Payments you record and returns you send back both stay attached to the supplier, so their account balance is always current. The mechanics — the running payment ledger and how debit notes adjust it — are covered in detail on the purchase order software page.
Supplier Management — Frequently Asked Questions
Yes. Record each supplier's cost price, minimum order quantity, supplier SKU and effective-from date against the same product, and compare them side by side.
Yes. Choose the supplier and a date range to list every purchase order and goods received note, with what's been paid and what's still outstanding. Print it or save it as a PDF.
Yes. Every return records a reason against each line — faulty, wrong item, over-ordered — so before you reorder, you can check whether that supplier's deliveries keep coming back.
No. Full supplier management, purchase orders and goods received notes are part of the Business Plus plan — see the
pricing page for the full breakdown.
