Part 6: Administration & control center

As your company grows and procurement activity increases, you need clear oversight. Who approved what? How many purchase orders are waiting for review? Are invoices being confirmed on time?

The administration features in biosuite give administrators the tools to monitor, manage, and maintain the company's procurement operations – without adding complexity for the rest of the team.

The dashboard provides a real-time overview of your company's procurement activity at a glance.

Key metrics are displayed at the top:

• POs pending approval – how many purchase orders are currently waiting for someone to review

• Invoices in processing – invoices that have been created but not yet submitted for confirmation

• Invoices awaiting receipt confirmation – invoices that have been submitted and are waiting for someone to confirm receipt

• Invoices ready for ERP – receipt-confirmed invoices that can be pushed to your accounting system (Advanced plan)

Below the metrics, the dashboard includes an overview of your clinical programs and a comprehensive activity feed.

The activity feed shows recent actions across the company, organised into clear categories: contracts and suppliers, purchase orders, team and invitations, and settings. This makes it easy to see what has happened recently and who did it.

The control center is where administrators go for deeper oversight of the procurement process.

It includes three key areas:

Pending approvals

This view shows all purchase orders across the company that are currently pending approval – not just those assigned to you personally. It provides a company-wide picture of what is waiting for review.

Each entry shows the PO number, supplier, amount, who created it, and who the current approver is. Items that have been pending for more than seven days are highlighted, so you can quickly identify where bottlenecks may exist.

Example: If a Head of Clinical Operations is on leave and has not delegated their approval, you will see their pending POs highlighted in the control center – giving you the information you need to follow up.

Currencies

The currencies view shows the exchange rates that apply to your company's standard currency, month by month.

The currently active period is highlighted. Historical rates are displayed alongside, providing a clear record of the rates that were in effect at any point. This is a read-only view – rates are maintained centrally by biosuite.

Audit trail

The audit trail records every significant action in the system. This includes purchase order submissions, approvals, rejections, invoice confirmations, team changes, setting updates, and more.

Each entry shows what happened, who did it, and when. This provides the traceability needed for internal compliance, management reviews, and audit preparation.

Company settings allow administrators to manage the foundational data that the rest of biosuite relies on.

Company details

Update your company's name, address, contact email, registration number, and other core information. These details appear on formal documents such as purchase orders.

Currencies

Add or remove the currencies your company works with. You can also update your standard currency, though this should be done carefully as it affects how approval limits are interpreted.

Categories

Manage spending categories used to classify purchase orders and invoices. biosuite comes with default categories suited to biotech companies, and you can create custom categories at any time. Custom categories are clearly marked so they are easy to identify.

Team

Manage team members, roles, and procurement settings. See the Team management section below for details.

The team page is where administrators manage who has access to the company and what they can do.

For each team member, you can see and manage:

• Name and email

• Department – which department they belong to

• Role – their assigned role (which determines their permissions)

• Line manager – who their direct manager is (used for the PO approval chain)

• Spend limit – the maximum value of a purchase order they can create

• Approval limit – the maximum value of a purchase order they can approve

The line manager and approval limit settings are essential for the approval chain. biosuite uses these to determine who reviews each purchase order and whether their authority is sufficient, as described in Part 3.

Example: A Clinical Research Associate is assigned to the Clinical Operations department, with a spend limit of €10,000, an approval limit of €0 (meaning they can create POs but not approve them), and the Head of Clinical Operations as their line manager.

You can also invite new team members, track invitation status, and remove access when someone leaves the team. Removing access does not delete historical records – all actions they performed (POs created, approvals given) remain in the audit trail.

Administrators can invite new team members by email. Each invitation includes the person's role assignment.

Invitations can be tracked – you can see which are pending, which have been accepted, and withdraw any that are no longer needed.

There is a limit of 20 pending invitations per company, which helps keep the invitation list manageable.

Administrators can view and change the company's plan at any time.

biosuite offers three plans:

• Starter – free, no time limit

• Professional – full procurement features with a monthly subscription

• Advanced – additional capabilities including invoice workflows, ERP integration, and data mapping

When changing plans, biosuite clearly explains what features are gained or lost. If you downgrade from a plan that includes custom roles, any users assigned to those roles will be reassigned to a standard role, and you will see a confirmation listing the affected users before the change takes effect.

Plan changes are recorded in a dedicated plan history for reference.

On the Advanced plan, the ERP push feature allows you to export receipt-confirmed invoices to your accounting system.

Invoices that are ready for export are grouped into batches. Each batch is assigned a unique push number (for example, PUSH-00001) and records who initiated the push and when.

After a batch has been pushed, you can mark it as posted confirmed once it has been verified in your ERP system. This provides a complete chain of custody from invoice receipt through to final posting.

Only invoices with complete data mappings are eligible for pushing – ensuring that the data your ERP receives is clean and consistent.

The data mapping feature (Advanced plan) allows you to align biosuite's master data with your ERP system's codes and identifiers.

You can map:

• Suppliers – match biosuite suppliers to their ERP counterparts

• Currencies – align currency codes

• Accounts – map spending categories to ERP account numbers

• Departments – map biosuite departments to ERP cost centers

• Programs – map clinical programs to ERP project codes

• VAT codes – align VAT treatment codes

An overview screen shows the mapping status for each category, so you can see at a glance which mappings are complete and which need attention.

This ensures that when invoices are pushed to your ERP, they arrive with the correct references – reducing manual rework and the risk of posting errors.

Every user has a personal profile, accessible from any page.

From your profile, you can:

• update your name and preferred name

• change your password

• set your language preference (English or Danish)

• choose your number format (European or Anglo-Saxon)

• set up leave delegation if you will be away and need someone to handle your approvals

Your profile settings are personal and apply across all companies you have access to.