Ask any site supervisor how a purchase really gets approved and you'll hear some version of the same story. A WhatsApp message with a photo of a quotation. A spreadsheet someone updates on Fridays. A PO typed in Word, printed, signed and scanned. A delivery order left on a lorry's dashboard. Three weeks later, finance is trying to match an invoice to all of it.
None of these tools are wrong on their own. The problem is that the purchase lives in five places at once, and nobody can see the whole of it.
Bilaro is procurement software built to fix that, for Malaysian contractors and industrial companies.
What Bilaro does
Bilaro follows a purchase from the moment someone needs something to the moment it's on site and paid for. Each step builds on the one before it, on a single record:
- Purchase request. A site or office team member says what they need, how many and by when.
- Quotations (RFQ). The buyer asks vendors for prices and compares the replies side by side.
- Purchase order. The chosen quote becomes a PO on your company's letterhead, ready to send.
- Approval. The PO goes to the right people based on your company's roles and approval limit.
- Goods or services received. When the delivery arrives or the work is done, the person on site records it with a goods received note (GRN) or service received note (SRN).
- Invoice matching. The PO, what was received and the vendor's invoice are checked against each other before anyone pays.
Because it's one record, anyone with access can open a PO and see where it came from, who approved it, what has arrived and what is still outstanding. Every step is kept in an audit trail.
Approvals that fit how your company works
Most companies already have rules about who can approve what, even if they only live in people's heads. Bilaro puts the main ones in the system. Users get roles, such as requester, buyer, approver, finance or receiver, and each role sees and does only what it should. One company-wide approval limit decides when a Director has to approve as well as a Manager.
The receiver role matters more than it sounds. The person who signs for a delivery on site is often not the person who ordered it. Giving them their own role means the goods received note comes from the person who actually saw the lorry arrive.
Approvals work on a phone. A project manager on site can review and approve a PO between inspections instead of waiting until they're back at a desk.
A vendor register you can trust
Bilaro keeps your vendors in one vendor register: contact details, registration numbers, MSIC codes and the documents you hold for each one. You can import an existing vendor list in bulk rather than typing it in again.
Contracts with vendors carry their expiry dates, and Bilaro reminds you before they lapse. That way, the fastest supplier to call in a pinch is also one you've already checked.
Built for Malaysian businesses
Bilaro is built around how purchasing works here:
- Ringgit and SST. Amounts are in RM and SST is worked out on the PO.
- e-Invoicing on the buying side. When your vendors send LHDN e-Invoices, Bilaro records the e-Invoice reference and matches it to the PO and the goods received. Issuing e-Invoices to your own customers stays with your accounting software.
- Several companies, one login. Groups that run more than one company can manage each one separately under a single account with Multi-Company Routing, on the plans that include it.
- Sign in the way your team already does. Microsoft 365 and Google sign-in are supported, as well as passkeys.
Bilaro and your accounting software
A common question is whether Bilaro replaces SQL Account, AutoCount or similar tools. It doesn't, and isn't meant to.
Bilaro manages what you buy. Your accounting software manages your books. Bilaro gives finance a clean, approved, matched record of each purchase, and your accounting software takes it from there.
Who Bilaro is for
Bilaro suits companies where purchasing happens away from the office and more than one person touches each order:
- Contractors running several sites at once.
- Oil and gas and industrial service companies with field teams.
- Growing businesses that have outgrown WhatsApp and spreadsheets but don't want a full ERP.
If your team already struggles to answer "has this been ordered?" or "did this actually arrive?", Bilaro is built for you.
Getting started
You can start on the Free plan with your own team and your own purchases, no card needed. See the pricing page for current plans.
Is Bilaro an accounting system?
No. Bilaro covers procurement: requests, quotations, purchase orders, approvals, goods received and invoice matching. It works next to your accounting software rather than replacing it.
Can approvers use Bilaro on their phones?
Yes. Bilaro works in a phone's browser, so approvers can review and approve purchase orders from site.
Does Bilaro handle LHDN e-Invoices?
On the buying side, yes: Bilaro records the e-Invoice reference your vendor sends and matches it to the PO and the goods received. Issuing e-Invoices to your own customers stays with your accounting software.
Can we manage more than one company?
Yes, on the plans that include several companies. Each company's data is kept separate.
See your next purchase from request to delivery.
Bilaro links requisitions, approvals, purchase orders, and your vendor register in one audit-ready system, built for Malaysian construction and O&G teams. Free plan for 2 users, no card needed.