Solution
Smarter spending for biotech
biosuite® is built for the stage between spreadsheets and enterprise software – where teams need a clearer way to manage contracts, purchase orders, approvals, invoices, and committed spend without making the process heavier than it needs to be.
Start with the contracts you've already signed
Much of biotech spend doesn't start with a purchase request. It starts with a contract – a CRO master agreement, a consulting SOW, a lab services agreement. biosuite begins there too.
Upload a contract and biosuite reads it for you. Vendor, effective dates, total value, currency, payment milestones – extracted automatically and ready to review. You confirm; biosuite remembers.
Not every purchase needs a contract, you can raise a standalone PO any time. But when a contract does exist, it becomes the backbone for everything that follows.
- AI extraction of vendor, dates, milestones, and currency
- Master agreements, SOWs, amendments, and change orders – linked in one document hierarchy
- Change orders update the revised contract total automatically
Purchase orders that already know the context
Raise a PO from a contract and the vendor, currency, programme, and budget line are already filled in. Raise a standalone PO and biosuite walks you through the same short flow – or drafts it for you with AI from a quick description.
Then approval just… happens. biosuite sends the PO to your line manager. If the amount is within their limit, it's approved. If not, it keeps moving up the chain – automatically – until it reaches someone who can sign off the full amount. No chasing. No "who approves this?".
Going on holiday? Delegate your approvals for a defined period in two clicks.
- AI-drafted POs from a short description
- Auto-routing up the line-manager chain based on approval limits
- Multi-currency: POs stay in their original currency; FX is used only to determine the right approval path
- Holiday delegation, with full audit trail
- Amend a PO with additional funds and it re-routes for the right level of approval
Invoices that match themselves
Vendor invoices arrive. biosuite matches them to the right PO and contract – and tells you exactly what to do next.
Matched: invoice equals PO – send to the PO owner for receipt confirmation, then it's approved. Within tolerance: small differences (taxes, shipping, regulatory fees) within your defined threshold – same flow, confirm receipt, approve. Exceeds the PO or remaining contract value: biosuite stops it. The PO or contract has to be amended and re-approved before the invoice can move on.
Every invoice gets a human receipt confirmation. No invoice gets paid because nobody noticed.
- Automatic matching against PO and contract (Pro and Advanced)
- Configurable tolerance thresholds
- Receipt confirmation by the actual PO owner
- Push approved invoices to your accounting / ERP system (Advanced)
Spend visibility, without building a single report
Because contracts, POs, and invoices are connected, your numbers add themselves up. For every contract: original value, change orders, committed (POs), invoiced, remaining. For every clinical programme, department, or vendor: the same picture, one click away.
No spreadsheets. No "let me get back to you on that." No quarterly scramble before the board meeting.
- Live remaining-value tracking per contract, programme, vendor, or department
- Company budgets with warn or block enforcement, and an audited override path
- Privacy-aware: people see what their role allows, nothing more
- Export anything to CSV when finance needs it their way
Controls & traceability
Every action is logged. Every approval is timestamped. Every document is versioned. You don't have to do anything for it – it just happens, quietly, in the background.
When auditors ask, you don't go searching. You filter.
- Full audit trail across contracts, POs, and invoices
- Role-based access (Admin and User on Starter; + Finance and View-only on Pro; + custom roles on Advanced)
- Department visibility rules so people see only what they should
- Transparent data practices – Privacy Policy, DPA, and sub-processor list
CRO Master Agreement
€ 1,250,000 · 4 milestones
Phase II site fees
€ 80,200
Phase II site fees
€ 82,200
Phase II site fees
€ 84,200
€ 84,200.00
Contract
Linked
PO
#2418
Receipt
Confirmed
AUDIT TRAIL
Biotech Ltd.
Solution
biosuite® is built for the stage between spreadsheets and enterprise software – where teams need a clearer way to manage contracts, purchase orders, approvals, invoices, and committed spend without making the process heavier than it needs to be.
CRO Master Agreement
€ 1,250,000 · 4 milestones
Phase II site fees
€ 80,200
Phase II site fees
€ 82,200
Phase II site fees
€ 84,200
€ 84,200.00
Contract
Linked
PO
#2418
Receipt
Confirmed
AUDIT TRAIL
Biotech Ltd.
Start with the contracts you've already signed
Much of biotech spend doesn't start with a purchase request. It starts with a contract – a CRO master agreement, a consulting SOW, a lab services agreement. biosuite begins there too.
Upload a contract and biosuite reads it for you. Vendor, effective dates, total value, currency, payment milestones – extracted automatically and ready to review. You confirm; biosuite remembers.
Not every purchase needs a contract, you can raise a standalone PO any time. But when a contract does exist, it becomes the backbone for everything that follows.
- AI extraction of vendor, dates, milestones, and currency
- Master agreements, SOWs, amendments, and change orders – linked in one document hierarchy
- Change orders update the revised contract total automatically
Purchase orders that already know the context
Raise a PO from a contract and the vendor, currency, programme, and budget line are already filled in. Raise a standalone PO and biosuite walks you through the same short flow – or drafts it for you with AI from a quick description.
Then approval just… happens. biosuite sends the PO to your line manager. If the amount is within their limit, it's approved. If not, it keeps moving up the chain – automatically – until it reaches someone who can sign off the full amount. No chasing. No "who approves this?".
Going on holiday? Delegate your approvals for a defined period in two clicks.
- AI-drafted POs from a short description
- Auto-routing up the line-manager chain based on approval limits
- Multi-currency: POs stay in their original currency; FX is used only to determine the right approval path
- Holiday delegation, with full audit trail
- Amend a PO with additional funds and it re-routes for the right level of approval
Invoices that match themselves
Vendor invoices arrive. biosuite matches them to the right PO and contract – and tells you exactly what to do next.
Matched: invoice equals PO – send to the PO owner for receipt confirmation, then it's approved. Within tolerance: small differences (taxes, shipping, regulatory fees) within your defined threshold – same flow, confirm receipt, approve. Exceeds the PO or remaining contract value: biosuite stops it. The PO or contract has to be amended and re-approved before the invoice can move on.
Every invoice gets a human receipt confirmation. No invoice gets paid because nobody noticed.
- Automatic matching against PO and contract (Pro and Advanced)
- Configurable tolerance thresholds
- Receipt confirmation by the actual PO owner
- Push approved invoices to your accounting / ERP system (Advanced)
Spend visibility, without building a single report
Because contracts, POs, and invoices are connected, your numbers add themselves up. For every contract: original value, change orders, committed (POs), invoiced, remaining. For every clinical programme, department, or vendor: the same picture, one click away.
No spreadsheets. No "let me get back to you on that." No quarterly scramble before the board meeting.
- Live remaining-value tracking per contract, programme, vendor, or department
- Company budgets with warn or block enforcement, and an audited override path
- Privacy-aware: people see what their role allows, nothing more
- Export anything to CSV when finance needs it their way
Controls & traceability
Every action is logged. Every approval is timestamped. Every document is versioned. You don't have to do anything for it – it just happens, quietly, in the background.
When auditors ask, you don't go searching. You filter.
- Full audit trail across contracts, POs, and invoices
- Role-based access (Admin and User on Starter; + Finance and View-only on Pro; + custom roles on Advanced)
- Department visibility rules so people see only what they should
- Transparent data practices – Privacy Policy, DPA, and sub-processor list
Product view
Contract financials overview
See where each contract stands financially at a glance, with changes and spend progress shown against the agreed value, helping teams spot gaps early and stay in control.
Product view
Contract billing tracker
Categorize invoice spend across direct costs, pass-through expenses and other allocations, giving teams a clear and easily accessible view of how spend is distributed across each contract.
The boring stuff biosuite handles so you don't have to
Currencies
POs and invoices stay in their original currency. biosuite refreshes exchange rates monthly and uses them only where they matter – approval routing and roll-up reporting.
Connected master data
Clinical programmes, departments, and your own categories – set up in onboarding, editable any time.
Multi-company
One login, switch between workspaces if you advise or work across more than one biotech.
Useful notifications
Email notifications that actually tell you what to do, not just that something happened.
Made to work alongside
Made to work alongside what you already use
biosuite isn't trying to replace your ERP. It handles procurement, contract values, and spend management – while your ERP handles core financial functions such as financial reporting, the general ledger, accounts payable, etc.
- Export anything to CSV/Excel
- Push approved invoices to your ERP system (Advanced plan)
Why teams choose biosuite
Three reasons biotech teams switch
Specialized for biotech
Built around CRO contracts, consulting work, and service procurement – not factory supply chains.
Clarity over complexity
Procurement and spend management that works the way small biotech teams actually work.
Enjoyable to use
Easy to get started with, pleasant to keep using, and never in the way.
Take control of your biotech spending
Join biosuite and take control of your biotech spend today.
