The verdict in three sentences
In a multi-subsidiary group, a paper purchase request process costs most in off-process purchases and in approval delays of 5 to 10 days. A purchase request app with a multi-level workflow, connected to budgets and the supplier master, is delivered in 10 to 12 weeks and costs 45,000 to 100,000 EUR with a Dublin agency, or 120,000 to 280,000 MAD with a Rabat provider (2026 market estimates). Beyond 80 to 100 requesters, custom becomes cheaper over 3 years than a procurement suite licence at 15 to 40 EUR per user per month.
The workflow: clear thresholds, fast approval
The heart of the app is the approval matrix. Each request carries a subsidiary, a cost centre, a purchase category and an amount. The system derives the route automatically, checks the remaining budget and notifies the approver by email and on mobile. Here is a typical matrix for a 5-subsidiary group, shown in MAD as in the Rabat case (in Dublin, divide by about 10.8 for EUR):
| Request amount excl. VAT | Approver 1 | Approver 2 | Approver 3 | Target time |
|---|---|---|---|---|
| Under 5,000 MAD | department head | none | none | 24 h |
| 5,000 to 50,000 MAD | department head | subsidiary controller | none | 48 h |
| 50,000 to 250,000 MAD | department head | subsidiary director | group procurement | 72 h |
| 250,000 to 1,000,000 MAD | subsidiary director | group procurement | group CFO | 5 days |
| Over 1,000,000 MAD | group CFO | CEO | investment committee | 10 days |
| Off-budget, any amount | controller | group CFO | none | 72 h |
Three rules prevent bottlenecks: automatic delegation when an approver is away more than 48 hours, a reminder at half the deadline and escalation to the next level when it expires. Requesters track their request in real time, and procurement sees the backlog of pending requests by subsidiary.
The module then turns the approved request into a purchase order, numbered per subsidiary, with competitive quotes above a threshold (three quotes above 50,000 MAD, for example) and export to the ERP or accounting software, most often Sage or SAP Business One.
Custom or procurement suite: the 3-year comparison
| Option | Upfront cost | Recurring cost | 3-year total, 150 users | Timeline |
|---|---|---|---|---|
| Paper and email process | 0 | lost time, off-process buying | not measured | none |
| Licensed suite, entry level | 20,000 to 60,000 MAD setup | 15 EUR per user per month | about 900,000 MAD | 6 to 8 weeks |
| Licensed suite, high end | 80,000 to 200,000 MAD setup | 40 EUR per user per month | about 2,450,000 MAD | 10 to 16 weeks |
| Custom, local Rabat provider | 120,000 to 280,000 MAD | 15 to 20% of build per year | 175,000 to 450,000 MAD | 10 to 12 weeks |
| Custom, Dublin agency | 45,000 to 100,000 EUR | 15 to 20% of build per year | 65,000 to 160,000 EUR | 10 to 12 weeks |
| Custom, Kolonell grid | 4,000,000 to 7,000,000 FCFA (6,100 to 10,670 EUR) | maintenance 75,000 FCFA a month | about 110,000 to 160,000 MAD | 10 to 12 weeks |
Market rows are 2026 estimates, at an indicative rate of 10.8 MAD to 1 EUR. The Kolonell row reflects its 11/10/2026 grid for a medium-complexity application, converted to MAD for reference, and its Standard maintenance plan at 75,000 FCFA (110 EUR) a month.
A licence keeps a real advantage: supplier catalogues and advanced tendering come ready-made. Custom wins when the group has specific approval rules, an organisation by subsidiary and cost centre, and wants to own its data and its code.
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Mini case study
Illustrative example: Youssef, procurement director of a distribution group in Rabat, coordinates 5 subsidiaries and 150 requesters. The group spends 60 million MAD a year excluding payroll, about 18% of it off-process, so 10.8 million MAD bought with no competitive quotes.
Bringing those purchases into the workflow and requiring three quotes above 50,000 MAD, a prudent 5% saving on that scope is worth 540,000 MAD a year. The custom app, about 100,000 MAD to build and 14,000 MAD of yearly maintenance, pays back in just over 2 months. A high-end suite at 40 EUR for 150 users would cost about 780,000 MAD a year on its own. A Dublin group with the same spend profile reaches the same conclusion with a longer payback, given local build rates.
FAQ
Can we run several subsidiaries with different rules? Yes, the matrix is configurable by subsidiary, category and amount. A procurement admin changes a threshold in minutes, with no redevelopment.
Does the app connect to Sage or SAP Business One? Yes, via API or scheduled exchange file for approved purchase orders. This package represents 10 to 15% of the budget depending on the ERP.
Do we need a mobile app? A responsive web interface is enough in 9 cases out of 10: approvers sign off from their phone in 2 taps. A native app only adds value for goods receipt with photo and barcode.
How are approvals traced? Every action is time-stamped with the approver's identity and the request version. The log is kept for at least 10 years in Morocco, and 6 years under Irish Revenue record-keeping rules.
How soon can a pilot start? A pilot subsidiary can go live in week 8 with 20 to 30 requesters. Rollout to the other 4 follows within 3 to 4 weeks after fixes.
Let's scope your project. Send us your approval chart, number of requesters and ERP: we price the workflow on our 4,000,000 to 7,000,000 FCFA grid with a 10 to 12 week plan. Detailed quote within 48 h. WhatsApp +221 77 596 93 33.
Mohamed Bah
Fondateur, Kolonell
Passionate about digital and entrepreneurship in Africa, Mohamed has been helping Sénégalese businesses with their digital transformation since 2020. Founder of Kolonell, he believes every SME deserves a professional and accessible online présence.
