Messaging within Stampli
in Procurement
Stampli acts as a centralized communication hub for all transaction discussions with colleagues and vendors.
How Stampli captures every message
Stampli consolidates all the discussion about any transaction into a single channel — including discussions with vendors. Every question, clarification, and decision is captured directly within the transaction record, creating a complete, searchable history that eliminates the need to hunt through email, Slack, and other platforms for critical information.
The old way: Scattered discussions
Procurement teams struggle with communication fragmentation across email, chat platforms, phone calls, and other channels, leading to lost information and broken audit trails. This disconnected approach makes it nearly impossible to track the history of requests, find critical details when needed, or maintain proper documentation for compliance. Teams waste valuable time searching across platforms for information, often duplicating efforts and increasing the risk of miscommunication when exchanging critical details through informal channels.
Stampli’s approach
Only Stampli turns each transaction into a centralized, auditable hub that captures every discussion and decision. Anyone accessing a transaction can see its entire history—every question, clarification, negotiation, and decision—eliminating the need to search across email, Slack, and other channels. This comprehensive approach ensures nothing falls through the cracks while creating an automatic audit trail for compliance purposes. The system’s intuitive design makes it easy to flag urgent issues, attach supporting documentation, and set appropriate access permissions. By keeping all transaction-related communication in one place, Stampli transforms fragmented processes into streamlined workflows that save time, reduce errors, and improve relationships with both internal stakeholders and vendors.
Key features
Ask and answer questions
Discuss transactions with coworkers directly within the Stampli app.
No additional fees
You don’t have to buy additional user licenses for message recipients.
Message your vendors, too
Discuss purchase requests with vendors without leaving Stampli. They can respond directly to you.
Auditable conversation history
All questions, answers and comments are attached to the transaction and fully auditable.
Date and time stamps
Every action on the transaction, including messages and status changes, are labeled with the date and time.
Clearly defined "next steps"
See at a glance where any transaction is in the process.
Mark issues as "urgent"
Flag truly time-sensitive requests.
Attach files to questions and comments
Provide more context to questions, or share files to answer them.
Set permissions for reviewers
Share or withhold information for all or a specified subset of transactions.
Email and mobile app notifications
Receive a notification whenever a new comment is posted.
FAQ
How does Stampli's messaging capability differ from using email for procurement communication?
Unlike email where conversations are disconnected from transaction records, Stampli’s messaging happens directly within the context of each specific transaction. This means all communication history stays with the invoice or purchase request, creating a complete audit trail automatically. You’ll never need to search through email threads to find critical information again. Additionally, Stampli allows you to communicate with both internal teams and vendors in the same platform, eliminating the need to switch between different communication channels while ensuring everyone has access to the same information.
Can vendors use Stampli's messaging without purchasing licenses?
Yes, that’s one of the key advantages of our messaging capability. Vendors can receive messages, respond directly, and even attach supporting documentation without requiring additional user licenses. This makes it easy to bring vendors into the conversation without adding costs or complexity. The system is designed to be intuitive for occasional users, allowing vendors to quickly respond to questions without extensive training or setup processes.
How does Stampli's messaging help with compliance and audits?
Stampli automatically creates a complete, timestamped record of all communications related to each transaction. Every question, answer, clarification, and decision is documented with the name of the person who made it and when it occurred. This comprehensive audit trail makes it easy to demonstrate proper approval processes, justify decisions, and provide evidence of due diligence during audits. Since all discussions happen within the system rather than in separate channels, nothing gets lost or overlooked when preparing for audits.
What happens when I need to include someone in a conversation who doesn't regularly use Stampli?
Stampli makes it simple to include occasional users in conversations. When you message someone through the platform, they’ll receive an email notification with a direct link to respond. They can click the link to view the transaction and respond without needing to navigate through the system. This ensures that even team members who aren’t regular Stampli users can participate in discussions without disrupting their workflow. If they continue the conversation, they’ll receive notifications about new responses as well.
Can I control who sees which messages within a transaction?
Yes, Stampli offers granular permission settings that let you control exactly who can see specific information. You can set permissions at both the user and role levels, allowing you to share or withhold information for all or a specified subset of invoices. This is particularly valuable when dealing with sensitive financial information or confidential negotiations. The system makes it easy to maintain appropriate information boundaries while still keeping all relevant stakeholders informed about the details they need to know.
How does the urgent flag functionality work within Stampli's messaging?
The urgent flag feature allows you to highlight time-sensitive requests that require immediate attention. When you mark a message as urgent, it receives special visual treatment in the interface and generates priority notifications to recipients. This helps ensure that critical issues stand out from routine communications and get addressed promptly. Recipients can quickly filter for urgent items across all their transactions, making it easy to prioritize their work effectively. The system also tracks response times for urgent items, helping teams monitor their performance on time-sensitive requests.