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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 ordering, verify what you actually have on hand. No point ordering something you have plenty of. Check storage areas, supply closets, and with coworkers. Running out is bad, but overstocking ties up budget and space.
8
Compile the order list
1 day from previous step
Gather requests from team members. Check standard items that need regular replenishment. Review minimum stock levels and reorder points. Consolidate similar items. Batch orders to reduce shipping costs and admin time.
9
Use preferred vendors
1 day from previous step
Order from approved vendors to get negotiated pricing and terms. Check if items are on any contracted catalogs first. Using random vendors costs more and creates accounting headaches. If you need something from a new vendor, get procurement approval first.
10
Get approval and order
1 day from previous step
Submit for approval if required by policy. Include item list, quantities, and total cost. Once approved, place the order and save confirmation. Track the expected delivery date. Keep 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. Report any discrepancies immediately. Stock items in their proper locations. Update inventory records. Distribute to requesters as appropriate.
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