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

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Other officesupplies admin

Run this workflow in Tallyfy with people, AI, and conditions

Ordering Supplies Run #2,481 Running now Completed

1 done, 1 running, 9 to go

Status	Step	Assignee
Status: Completed Status: Active Status: Waiting Status: Conditional Status: Up next	1. Complete supplies purchase requisition form	TM Team member
Status: Completed Status: Active Status: Waiting Status: Conditional Status: Up next	2. Submit for approval	MG Manager
Status: Completed Status: Active Status: Waiting Status: Conditional Status: Up next	3. Amend order to meet requirements	TM Team member
Status: Completed Status: Active Status: Waiting Status: Conditional Status: Up next	4. Submit approved purchase requisition form and request PO why this works	AI AI agent
+ 7 more steps below

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Process steps

Complete supplies purchase requisition form

5 days from previous step

task

**insert template**

Submit for approval

5 days from previous step

approval

**insert template**

Amend order to meet requirements

5 days from previous step

task

**insert template**

Submit approved purchase requisition form and request PO

5 days from previous step

task

**insert template**

Receive PO

5 days from previous step

task

**insert template**

Contact vendor and submit order

5 days from previous step

task

**insert template**

Check current inventory

1 day from previous step

task

Before you order anything, verify what you actually have on hand. No point ordering something you already have plenty of. Check storage areas, supply closets, and with coworkers. Running out is bad, but overstocking ties up your budget and eats into storage space.

Compile the order list

1 day from previous step

task

Gather requests from team members and check which standard items need regular replenishment. Review minimum stock levels and reorder points, then consolidate similar items. Batching your orders reduces shipping costs and cuts down on admin time.

Use preferred vendors

1 day from previous step

task

Order from approved vendors to get your negotiated pricing and terms. Check if items are on any contracted catalogs first. Going with random vendors costs more and creates accounting headaches. If you need something from a new vendor, get procurement approval before you place the order.

Get approval and order

1 day from previous step

task

If your policy requires it, submit for approval first. Include your item list, quantities, and total cost so approvers have what they need. Once you are approved, place the order and save the confirmation. Note the expected delivery date and hold onto the receipt for expense reporting.

Receive and stock

1 day from previous step

task

Check delivered items against your order - right items, right quantities, no damage. If something is off, report it right away. Stock items in their proper locations, update your inventory records, and distribute to requesters as needed.