Client Onboarding

This onboarding session will help you set up your account, add your team and suppliers, and place your first order with confidence.

A Message from the Buyamia Team

At Buyamia, we’re driven by a shared mission: to transform how hospitality businesses source, manage, and scale their essential operations.

We work closely with hotels, restaurants, and hospitality groups to make procurement smarter, faster, and more reliable. By combining AI-powered automation with trusted supplier networks, we help replace fragmented workflows with one seamless system - bringing ordering, approvals, delivery tracking, payments, and insights together in a single platform.

As you come onboard, know that you’re not just implementing a new tool. You’re partnering with a team that’s deeply committed to improving how hospitality procurement works across Southeast Asia. We’re here to support your team and your day-to-day operations with responsiveness, transparency, and genuine care.

Thank you for choosing Buyamia. We’re excited to work alongside you and support a more efficient, scalable, and data-driven future for your business.

-The Buyamia Team-

Onboarding at A Glance

Pre-onboarding

Before our live onboarding, we’ll prepare your account so the session can focus on real ordering, not admin.

At this stage, we will:

  1. Collect company, property, and contact details

  2. Set up your Buyamia account

  3. Define user roles & access levels

  4. Align on supplier onboarding approach

You’ll receive a short pre-onboarding form to complete.

First Day

(Opt: Live onboarding session)

  1. Confirm account & property setup

  2. Add remaining team members (if any)

  3. Walk through the platform

  4. Create your first request (live or demo)

  5. Activate WhatsApp support channel (WhatsApp Group)

First Week

  1. Preferred suppliers uploaded & activated

  2. First real orders placed via Buyamia

  3. Team guided through full workflow

  4. Daily 15-minute check-ins completed

First Month

  1. Ordering fully transitioned to Buyamia

  2. Supplier response & delivery reviewed

  3. Dashboard, alerts & reporting configured

First Quarter

  1. Usage & efficiency review

  2. Cost-saving insights shared

  3. Workflow optimisations implemented

  4. Expansion to additional properties/ locations

Support Promise

  1. Dedicated WhatsApp channel

  2. Daily support in Week 1

  3. Ongoing guidance anytime

Before We Meet

  1. Complete Pre-onboarding form.

  2. We you with Account & users set up.

  3. Supplier approach aligned.

  4. Upload the preferred supplier database using our preferred supplier template.

  5. Upload the occupancy data using our occupancy template.

1

Complete Pre-onboarding form.

2

We you with Account & users set up.

3

Supplier approach aligned.

4

Upload the preferred supplier database using our preferred supplier template.

5

Upload the occupancy data using our occupancy template.

Organization Occupancy

The First Day Onboarding

  1. Confirm company & property setup

  2. Account walkthrough

  3. Supplier setup

  4. Create first request

Duration: 1 - 1.5 hour

Role, Access, & Internal Responsibilities

Buyamia platform operates using role-based access to support proper internal control, approval workflows, and visibility management.

This means not all users will have the same access or visibility across pricing, invoices, suppliers, or payments.

Before proceeding, please align internally on the following roles:

Admin ________________________________________

Approver ________________________________________

Requester / Buyer ________________________________________

Full system control and visibility. Responsible for setup, permissions, and governance.

Final authority for orders and payments. Finance and compliance focused

Operational users who create requests and track deliveries

✔Recommended: Owner, GM, Other Executives, Procurement Lead

✔ Recommended: Owner, Director, Finance Manager

✔ Recommended: Department heads, procurement officer, operational staff

✔Suggested limit: 1–2 users

Role Matrix Overview

Capability / Access Area __________________________

Admin ________

Approver __________

Requester / Buyer _____________________

Set up organization & properties

✅

❌

❌

Invite & manage users

✅

❌

❌

Assign roles & permissions

✅

❌

❌

Create purchase requests (RFQ)

✅

Optional

✅

View & compare supplier quotes

✅

✅

Limited*

View supplier details

✅

✅

Limited*

View pricing

✅

✅

Limited*

Accept quotations

✅

✅

❌

Approve purchase orders

✅

✅

❌

Approve payments

✅

✅

❌

Make payments

✅

✅

❌

View invoices & payment status

✅

✅

❌

Track order & delivery status

✅

✅

✅

Access reports & dashboards

✅

Limited

❌

Visibility for Requesters can be adjusted based on your internal policy.

Updated on
Client Onboarding Bahasa