Part 1: Getting started

Getting started with biosuite is quick and straightforward.

Registration happens in two simple steps. First, you enter your details – your name, work email address, company name, and country. Then, you choose a password.

You will be asked to accept the terms and conditions and the Privacy Policy before completing your registration.

Once you have registered, biosuite sends a verification email to the address you provided.

Before you can sign in, you need to verify your email address. This is a one-time step that confirms your identity and protects your account.

Check your inbox for the verification email and click the link inside. If the email does not arrive within a few minutes, check your spam folder. You can also request a new verification email from the registration page.

Once your email is verified, your account is ready.

To sign in, enter your work email address and password.

If you forget your password, click Forgot password on the sign-in page. You will receive an email with a link to set a new password. After resetting it, you can sign in as usual.

After signing in, you are taken to the company access page. This is your central starting point in biosuite.

From here, you can:

• create a new company, or

• access companies you already belong to

A single user can have access to multiple companies at the same time. You can switch between companies at any point, without needing separate user accounts.

If someone has invited you to join their company, you will also see pending invitations on this page (more on that below).

When you create a company in biosuite, you go through a guided setup that takes around 15 minutes. The setup is divided into clear steps, and no data is saved until you review and confirm everything at the end.

The steps are:

1. Company details

Enter your company name, contact email, country, business registration number, and main address. You can also add a phone number and website if you wish.

2. Departments

Select the departments that are relevant to your company. biosuite comes with a set of common departments used in biotech companies – such as Clinical Operations, CMC, and Regulatory Affairs. You can add custom departments as well.

Departments reflect how your organisation is structured. They can be assigned throughout biosuite to keep things organised.

3. Clinical programs

Add your clinical programs or projects. Each program has a name, an abbreviation, and a phase (such as Phase II).

Programs let you connect activity in biosuite to a specific clinical trial or development project.

4. Categories

Choose the spending categories that apply to your company. biosuite includes default categories commonly used in biotech, covering areas like CRO services, consulting, lab services, and more. You can also create custom categories.

Categories describe the type of work or service involved. They can be assigned throughout biosuite to help organise and classify activity.

5. Currencies

Select the currencies your company works with. A set of commonly used currencies is pre-selected, but you can add or remove currencies as needed.

You will also choose a standard currency. This is the reference currency used for approval limits. All approval limits in biosuite are defined in this currency, and when a purchase order is created in a different currency, biosuite automatically converts the amount to the standard currency to determine the correct approval flow.

Review and confirm

Before the company is created, you are shown a full summary of everything you have entered – company details, departments, programs, categories, and currencies. Take a moment to review.

You may want to print or save a copy of this summary for your records.

Once you confirm, your company is created and you are taken to the onboarding page.

After creating your company, you land on the onboarding page. This page guides you through the essential first steps to get your company ready to use.

There are three setup cards:

Create first vendor and contract

To get started, add at least one vendor and link a contract. This gives you a foundation to start working in biosuite. You can always add more vendors and contracts later.

Choose your plan

Select the plan that fits your team's needs. You can read more about what each plan includes on the plan page.

Invite team members (optional)

You can invite colleagues to join your company right away, or do this later from the settings.

Once you have completed the required steps (vendor and contract setup, and plan selection), the Start using biosuite button becomes available and you can begin working.

biosuite offers three plans:

• Starter – Free, with no time limit. Ideal for founders and small R&D teams who want to manage vendors, contracts, and contract values in one place.

• Professional – Includes a 3-month free trial. Designed for growing teams that need purchase order workflows, multi-level approvals, role-based access control, and a full audit trail.

• Advanced – Custom pricing for companies with larger needs, including invoice workflows, 3-way matching, and ERP integration.

You can change your plan at any time from the settings. For a detailed breakdown of what each plan includes, visit the plan page.

You can invite colleagues to join your company during onboarding or at any time later from the team settings.

To send an invitation, enter the person's email address and select their role. They will receive an email with instructions on how to join.

If the person already has a biosuite account, the invitation will appear on their company access page the next time they sign in. If they are new to biosuite, the invitation email will guide them through registration.

You can track the status of all invitations – whether they are pending or have been accepted.

If someone invites you to their company, there are two scenarios:

You already have a biosuite account

Sign in as usual. On the company access page, you will see the pending invitation. Accept it, and the company will appear in your list of companies.

You are new to biosuite

You will receive an email with a link to register. When you follow the link, some of your registration details (such as your name and email) are automatically pre-filled based on the invitation. Complete the registration, verify your email, and the company will be ready for you on the company access page.

In both cases, you do not need to create the company yourself – you simply join the one that already exists.