Know what every job made before the books close.
Sign-off doesn't end the job. It starts the relationship.
Purchase orders generated from a signed proposal or project BOM, split by supplier in one click, priced live from connected suppliers, sent by email, and received by hand against each PO.
Raise a PO from a signed proposal, a project bill of materials, or an inventory shortfall. Supplier, line items, manufacturer codes, supplier-specific SKUs, and live pricing pre-filled from the project record. The PO presents for review, the integrator clicks send, and the email lands in the supplier's inbox with the PO attached as a PDF.
Connected suppliers send live pricing into Specifi, including Habitech in the UK and ADI, Savant and Blackwire in the US. The cost basis on the proposal, the cost basis on the PO, and the cost basis on the project margin view are all the same number, refreshed against the supplier's current cost not against a stale price list someone exported into a spreadsheet six months ago.
A single project BOM splits across the four to six suppliers a typical AV install pulls kit from. Specifi groups the line items by supplier, drafts one PO per supplier, and sends them all by email in one click with the right kit on the right document. Each supplier sees only what is for them; the integrator sees every PO across all of them on the project record.
Schedule POs by project phase so first-fix kit does not arrive the same day as commissioning gear. Less clutter on site, less inventory tied up in the van, fewer handover-week phone calls about kit that has been sitting in a cardboard box for three weeks. Stage-based PO scheduling shares state with the work-order dispatch view, so the procurement and the field-app calendars are looking at the same project rhythm.
Goods are received by hand against the PO as they land. Quantities confirmed, model and serial numbers captured, variance flagged on the record (eight units invoiced, seven units arrived = one unit on the chase list, not eight units silently posted as fully delivered). Inventory updated. Backorders surfaced. Returns flagged. The check that used to happen at month-end on a spreadsheet happens on the day the delivery lands.
Ask Bob in plain English: "Which POs are open with this supplier?", "What's outstanding from the Riverside cinema-room project?", "How much have we spent on speakers this quarter?", "Which orders are flagged variance against received?" Bob queries the live PO ledger and answers in seconds. Bob is read-only on procurement: it does not draft or send purchase orders. You raise them in the standard PO screen, check the lines, supplier, pricing, and quantities, then send when ready.
The line items, the supplier-specific SKUs, the manufacturer codes, and the live pricing are all pulled from the project record. Raising a PO is a click, not a thirty-minute spreadsheet rebuild plus an email draft plus a second spreadsheet to track it.
Every line item on every PO sits against the project it belongs to. Project margin reflects current procurement reality, not last month's spreadsheet snapshot. Margin problems caught at week six are rescuable; margin problems caught at month-end close are losses.
Goods received by hand against each PO as they land. Eight units invoiced, seven units arrived = one unit on the chase list, not eight units silently posted as fully delivered with the missing unit only discovered three weeks later when the technician opens the rack at first-fix. Shortages caught on day one, not on week three.
The procurement surface of the Specifi platform. A signed proposal carries a list of products: amplifiers, speakers, projectors, screens, in-wall cabling, lighting-control modules, racks, and the dozens of other line items a typical AV project pulls together. Order Products takes that list and turns it into the right purchase orders against the right suppliers in one click: the rack-mounted electronics go to the AV distributor, the projector and the masking go to the screens specialist, the keypads and the dimming go to the lighting-control distributor, the recliner seating goes to the furniture brand. Each PO carries the right line items, the live supplier pricing, the manufacturer codes, and the supplier-specific SKUs, and goes to the supplier by email as a PDF.
You can raise a PO for any supplier in your account, connected or not, including customer-supplied equipment records. Connected suppliers provide live pricing that flows into proposals and POs, including Habitech in the UK and ADI, Savant and Blackwire in the US.
The list of connected suppliers varies by region (UK, US, IE, CA, AU, NZ). Ask during a demo and we'll share the current list for your region.
There is no live ordering flow or supplier acknowledgement. POs to every supplier go by email, and goods are received by hand against the PO, with variance flagged on quantity, model, and serial number.
Yes. Non-connected suppliers can be added manually with a per-supplier product library, per-supplier pricing (cost basis + RRP), per-supplier payment-terms metadata, and per-supplier contact details. POs raised against a manual supplier carry exactly the same in-product surface as POs against a connected distributor: line items, manufacturer codes, supplier-specific SKUs, PDF generation, and the same send by email. The difference is that pricing on a manual supplier is what you put into the price-list table (with a "last verified" date stamp) rather than streamed live from a connected feed; if your manual supplier raises prices, you update the price list and the cost basis on the next PO refreshes against that update.
This matters for AV integrators whose business model includes a long tail of niche suppliers (custom-cabling specialists, regional furniture brands, one-off lighting fabricators) outside the big-box distributor coverage. The platform does not penalise that long tail: a manual supplier is a fully-fledged supplier inside Specifi, just without the live-pricing feed.
A signed proposal carries every line item the integrator will install: the £8,400 worth of in-wall speakers, the £14,200 lighting-control package, the £4,200 7.2-channel processor, the £1,800 worth of CAT6 and conduit, line by line. Specifi already knows which of those line items map to which supplier (because the line items are linked to manufacturer-and-distributor metadata at proposal time, not retroactively at PO time). Clicking "Generate POs" on a signed proposal drafts one PO per supplier, with the right items, the right quantities, and the live cost basis pulled from the connected feed (or from the manual supplier's price list, with the last-verified stamp visible).
The integrator reviews the draft POs, edits any pre-fill the project context did not catch (a substituted product because the supplier is short-stocked, a quantity adjustment because the survey caught a longer cable run than expected), and clicks send. The POs go out to suppliers by email as PDFs.
A typical residential cinema-room project pulls kit from four to six different suppliers: a primary AV distributor for the rack and the electronics, a screens specialist for the projector and the masking, a furniture brand for the recliner seating, a custom-cabling supplier for the longer in-wall runs, and the lighting-control distributor for the keypads and the dimming module. Specifi splits a single project bill of materials into the right per-supplier purchase orders, drafts one PO per supplier with only that supplier's line items, and sends them all in one click.
Each supplier sees only what is for them on their PO PDF: the screens specialist does not see the recliner-seating spec, the lighting-control distributor does not see the rack-mounted processor spec. The integrator sees every PO across all suppliers on the project record, with each PO's status updated by your team as replies and deliveries come in. No more spreadsheet-cross-referencing five different supplier inboxes to figure out which orders are still open.
Yes. First-fix kit (cable, back-boxes, in-wall mounts, conduit) does NOT need to arrive the same day as commissioning gear (rack-mounted electronics, programming licences, calibration tools). Specifi organises POs by project phase: first-fix, second-fix, commissioning, handover. Tag each line item to the phase it belongs to, then send the PO for that phase when it is due.
Less clutter on site, less inventory tied up in the integrator's van, fewer handover-week phone calls about kit that has been sitting in a cardboard box for three weeks. Stage-based PO scheduling shares state with the work-order dispatch view, so the procurement view and the field-app calendars are looking at the same project rhythm.
Goods are received by hand against the PO. Someone on your team works through the delivery line by line, confirms quantities against the PO, captures serial numbers where the product needs them, and flags any variance on the record (eight units invoiced, seven units arrived = one unit on the chase list, not eight units silently posted as fully delivered with the missing unit only discovered three weeks later when the technician opens the rack at first-fix). Inventory levels update on receipt.
There is no auto-reconciliation: a person confirms every line. You can do it on desktop or in the Specifi app, scanning serials as you go. Receiving needs a connection.
Both supported. A PO that ships partial (eight units invoiced, six arrived on the first delivery, two on backorder for a fortnight) is preserved on the PO record as partially received with the outstanding quantity flagged. The chase list surfaces in the project manager's project-status view ("two units of [SKU] outstanding from [supplier], expected [date]") so handover-week kit gaps are caught at week six, not at week ten.
When the backordered shipment lands, the same receiving flow runs (serial capture, quantity check, variance flag if any) and the PO state moves from partially received to fully received.
Yes. Returns and RMAs run as a workflow in the inventory module, from draft through authorisation to completion.
An RMA captures the condition (defective, damaged, wrong item, DOA), the fault description, the serial numbers, and the resolution by refund, replacement, or credit note. Credit does not post back against project margin, and accounting journals from inventory are switched off.
No. POs are raised in your account's base currency. Specifi runs in a single currency per account: GBP, USD, EUR, AUD, NZD, or CAD set at account level, no per-PO override.
If your account base is GBP and you're buying from a German distributor invoiced in EUR, you handle the FX between yourself, the supplier, and your bank. The project cost records what you paid in your base currency.
If procurement across currencies is a regular part of your business, Specifi won't capture the FX variance for you today.
The supplier receives a clean, professionally-formatted PO PDF on company-letterhead branding (the integrator's logo, address, tax registration number, project tracking reference, line items, supplier-specific SKUs, quantities, agreed pricing, payment terms, delivery address). The PDF is attached to the email, and the supplier replies by email the way they always have.
Connected and non-connected suppliers receive POs the same way: email and PDF, which is how most AV distributor relationships have always worked. There is no live ordering flow into the supplier's own system. The difference is on the integrator side: the line items, SKUs, and prices come from the project record rather than a spreadsheet, and every PO stays on the project for your team to receive against.
Yes. Ask Bob in plain English: "Which POs are open with this supplier?", "What's outstanding from the Riverside cinema-room project?", "How much have we spent on speakers this quarter?" Bob queries the live PO ledger and answers in seconds.
Bob is read-only on procurement: it does not draft or send purchase orders. You raise them in the standard PO screen, check the lines, supplier, pricing, and quantities, then send when ready.
Included on every Specifi plan. No AI surcharge, no per-prompt token cost.
Nothing extra. Included on every Specifi plan: Individual, Team, Company, all-region. No per-PO platform fee. No per-supplier-connection charge. No premium-tier upgrade gating live-pricing feeds, multi-supplier split, stage-based scheduling, goods receiving, or the Bob the AI procurement surface. The platform-side procurement surface is unmetered the same way the proposal, the project, the work order, the invoice, and the customer portal are unmetered.
The exception is volume-driven supplier-side fees that are between you and the supplier (a distributor's small-order surcharge on POs under a minimum value, a courier-delivery fee on a 24-hour shipment), which Specifi captures and posts to the project margin transparently but does not touch with a Specifi-side surcharge.
Specifi is an amazing software that literally runs our business operations. From initial proposals, sales and CRM to team and project management, invoicing & generating purchase orders. I would definitely recommend Specifi to anyone running a small to medium size audio visual or electrical company that wants a simple to use software that gets the business organised and looking super professional.
Specifi has significantly improved the efficiency of our day-to-day business operations. The software is incredibly easy to use and has helped us create an organised and streamlined setup. Their aftersales service is outstanding; they're always available to assist and consistently roll out updates with valuable new features. This commitment to ongoing improvement sets them apart. I highly recommend it.
We chose Specifi for its modern interface, streamlined project timelines, and advanced time management and proposal software. Specifi has streamlined our process from start to finish, and provides a more professional appearance to our clients. Their support is superb, often fixing issues within minutes of them being reported. They're innovating at a much faster pace than others in the space.
One platform that catches leads, closes deals, runs projects, and keeps clients.
