Catch Foundation: Smart Purchase Management on Odoo with AI Bill Scan
Catch Foundation compares vendor prices item by item, sends RFQs and purchase orders on WhatsApp, splits orders across vendors and reads any bill with AI, all in one Odoo purchase system.
Catch Foundation creates and restores green spaces: Miyawaki forests, green belts, urban and riverfront plantations. Steigern Tech engineered a smart purchase management system on Odoo to compare vendor prices item by item, send RFQs and purchase orders on WhatsApp, split orders across vendors, and read any bill format with AI.
The Moment That Started It: Procurement Friction Across Plantation Sites
Catch Foundation creates and restores green spaces: Miyawaki forests, green belts, urban and riverfront plantations. Every site needs saplings, tree guards, drip lines, compost and labour, often from several local vendors at once.
Custom Odoo Purchase Management with Multi-Vendor Splits, WhatsApp RFQs & AI Bills
Every purchase for a plantation project follows nine connected steps on Odoo, ensuring each order decision is based on compared prices and recorded for audit: material requests from site, 1-click WhatsApp RFQ dispatch, AI quote reading, item-wise L1 price comparison, programme head approval, automated multi-vendor PO splitting, site receipt tracking, AI bill matching, and real-time dashboard analytics.
Execution Architecture & System Flow
The end-to-end technical and operational workflow engineered for Catch Foundation, Tree Plantation NGO.
Material Request
The site team lists what a project needs, such as saplings, tree guards, drip lateral, vermicompost and pit-digging labour.
RFQ on WhatsApp
The purchase request goes as a branded PDF to every shortlisted vendor on WhatsApp in one click.
AI Reads Quotes
Vendor quotations in any format (photo, scan or PDF) become structured rows: product, HSN, quantity, rate and GST.
Price Comparison
Each item's lowest price is marked (L1), with vendor totals and savings against the average quote.
To Approve Stage
The programme head approves the decision in the To Approve stage, with every change and sign-off logged.
Multi-Vendor POs
The request splits into one purchase order per winning vendor, sent automatically on WhatsApp.
Delivery at Site
Receipts and physical deliveries are recorded and verified directly against the plantation project.
Bill and Payment
AI scans the vendor bill, matches it to the purchase order line by line and creates the vendor bill; payment follows.
Reports and Dashboard
Branded PDF reports and a live dashboard of spend by project, quotation and order status, top vendors and recent orders.
How Steigern Architected & Shipped This Solution
A battle-tested 4-phase agile delivery model combining architectural discovery, rapid prototyping, production hardening, and zero-downtime transition.
Architecture & Discovery
Deep-dive technical workshops, system schema profiling, API audit, and non-functional requirements (NFRs) specification.
Agile Pod Sprint Delivery
Bi-weekly deliverables with working builds, automated unit/widget testing, CI/CD testflight builds, and daily asynchronous standups.
Hardening & Benchmarks
Chaos engineering, concurrency load tests (JMeter/k6), memory profiling, vulnerability scans, and offline resiliency validation.
Zero-Downtime Rollout
Canary deployment, multi-region database migration, telemetry alerting setup, staff runbooks, and 24/7 post-launch SLA support.
The Real Problem vs What The System Does
A direct 1-to-1 comparison between operational bottlenecks and custom software capabilities engineered for Catch Foundation, Tree Plantation NGO.
Quotes came in every format and were retyped by hand
AI reads any quote or bill (photo, scan or PDF) into structured rows: product, HSN, quantity, rate and GST
Picking the cheapest vendor meant a spreadsheet per request
Item-wise price comparison across vendors marks the lowest price (L1) per item, with vendor totals and savings against the average quote
One request went to one vendor, even when others were cheaper for some items
One material request splits into separate purchase orders, each item going to its best-priced vendor
RFQs and orders were sent by email and phone, and vendors replied late
Purchase requests and orders go to every shortlisted vendor on WhatsApp with the PDF attached, in one click; vendor replies and quotes come back into the comparison
Orders were placed without a recorded sign-off
A To Approve stage: the programme head approves before an order is confirmed, and every change is logged
Spend could not be traced to a plantation site
Every request, order, receipt, bill and payment is tied to a project, with project-wise expense reports
Donors and auditors asked for proof of vendor selection
Branded PDF reports: price comparison per request and purchase summary per project or month
Production Technology Stack
Every library, database engine, and infrastructure provider was audited for latency, stability, and zero vendor lock-in.
ERP & Core Platform
Custom Odoo Modules
AI & Document Extraction
Messaging & Integrations
What Changed: Transparent, Optimized Procurement for Tree Plantation Sites
Catch Foundation eliminated manual spreadsheets and disjointed communication, achieving fully transparent, audit-ready purchasing across all plantation sites.
Shipped Project Deliverables & Handover
Frequently Asked Questions
Essential operational and architectural answers regarding the system engineered for Catch Foundation, Tree Plantation NGO.
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