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Office administration workflow for Tallyfy
Keep supplies stocked without overspending
Running out of supplies disrupts work while overstocking wastes budget and storage space. This workflow covers inventory checks, request gathering, vendor ordering, and receiving so supplies stay at the right levels.
11 steps
Run this workflow in Tallyfy
1
Import this template into Tallyfy and assign inventory checks to office coordinators and approval to managers 2
Configure the approval step to route through proper channels and capture order details, vendor selection, and delivery tracking information 3
Track supply orders through Tallyfy from requisition through delivery to ensure items are verified against orders and stocked properly Process steps
1
Complete supplies purchase requisition form
5 days from previous step
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2
Submit for approval
5 days from previous step
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3
Amend order to meet requirements
5 days from previous step
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4
Submit approved purchase requisition form and request PO
5 days from previous step
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5
Receive PO
5 days from previous step
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6
Contact vendor and submit order
5 days from previous step
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7
Check current inventory
1 day from previous step
Before you order anything, verify what you actually have on hand. No point ordering something you already have plenty of. Check storage areas, supply closets, and with coworkers. Running out is bad, but overstocking ties up your budget and eats into storage space.
8
Compile the order list
1 day from previous step
Gather requests from team members and check which standard items need regular replenishment. Review minimum stock levels and reorder points, then consolidate similar items. Batching your orders reduces shipping costs and cuts down on admin time.
9
Use preferred vendors
1 day from previous step
Order from approved vendors to get your negotiated pricing and terms. Check if items are on any contracted catalogs first. Going with random vendors costs more and creates accounting headaches. If you need something from a new vendor, get procurement approval before you place the order.
10
Get approval and order
1 day from previous step
If your policy requires it, submit for approval first. Include your item list, quantities, and total cost so approvers have what they need. Once you are approved, place the order and save the confirmation. Note the expected delivery date and hold onto the receipt for expense reporting.
11
Receive and stock
1 day from previous step
Check delivered items against your order - right items, right quantities, no damage. If something is off, report it right away. Stock items in their proper locations, update your inventory records, and distribute to requesters as needed.
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