Question 1

Do I need an accountant to set up biosuite?

Accepted Answer

biosuite is straightforward to set up, and many founders get started on their own in under an hour. Others choose to involve their accountant or finance lead to help define approval limits and align categories. Both approaches are equally supported.

Question 2

Can we use biosuite for just one team, like CMC or Clinical Operations?

Accepted Answer

Yes. biosuite does not require organisation-wide rollout. A single team or department can use it independently, and the starter plan is a natural fit for that. But once you adopt professional plan features like procurement workflows and multi-level approvals, those processes naturally involve more people across the organisation, so a broader rollout is recommended at that point.

Question 3

How is biosuite different from a general procurement tool like SAP Ariba or Coupa?

Accepted Answer

Those platforms are built for large enterprises with complex supply chains. biosuite focuses on service-based procurement for small biotech teams – simpler, faster to set up, and without the overhead.

Question 4

Does biosuite replace our current accounting system (ERP)?

Accepted Answer

No. biosuite works alongside your existing ERP. It handles procurement, contract values, and spend management – while your ERP handles core financial functions such as financial reporting, the general ledger, accounts payable, etc.

Question 5

How long does it take to set up biosuite?

Accepted Answer

Most teams are up and running in less than an hour. There's no lengthy implementation project – just sign up, invite your team, and start adding contracts.

Question 6

Do I need a credit card to get started?

Accepted Answer

No. The starter plan is free with no time limit and no credit card required.

Question 7

How many users can I add?

Accepted Answer

Both the starter and professional plans include 3 team members, and on either plan you can add more at €14/month per additional user. There is no fixed cap. The professional plan is designed for teams of up to around 25 – beyond that, the advanced plan offers custom team sizes and pricing.

Question 8

Is there a contract or lock-in period?

Accepted Answer

No. You can cancel anytime. There are no long-term commitments.

Question 9

Can biosuite handle goods procurement, or only services?

Accepted Answer

biosuite is primarily designed for service-based procurement (CRO work, consulting, lab services). If most of your spend is on physical goods or manufacturing, it may not be the right fit.

Question 10

What does the approval workflow look like?

Accepted Answer

In biosuite, approvals are simple and predictable. Let's say: • You create a PO for €32,000 • Your manager (for example, the Head of Clinical Operations) has an approval limit of €25,000 • Their manager (for example, the Chief Operating Officer) has an approval limit of €50,000

What happens?

You create the PO
The Head of Clinical Operations reviews and approves it
Because the amount exceeds their approval limit, the PO is automatically sent to the next manager
The Chief Operating Officer approves it, and the PO is fully approved

Please refer to our platform guide for further details.

Question 11

Can I track change orders on my contracts?

Accepted Answer

Yes. biosuite lets you track change orders so you always have a clear view of the original contract value versus what's been amended.

Question 12

Does biosuite support purchase requests and purchase orders?

Accepted Answer

Yes. The professional plan includes full purchase request and purchase order workflows, including approval chains and audit trails.

Question 13

How does biosuite (biosuite ApS) handle our data?

Accepted Answer

• You remain in control of the data you upload to biosuite. • We process customer data only to provide and operate the service. • We do not use customer data for advertising. • Access to data is limited and protected using industry-standard security measures. • We rely on reputable infrastructure providers and GDPR-aligned agreements. • When you leave the service, data is deleted or anonymized in line with our policies and legal obligations.

Please refer to our Privacy Policy for further details.

Question 14

Where is my data stored?

Accepted Answer

We prioritize hosting data within the European Union. In some cases, trusted sub-processors may process data outside the EU. Where this occurs, appropriate GDPR safeguards, including Standard Contractual Clauses, are applied. Please refer to our Privacy Policy for further details.

Question 15

Is biosuite compliant with GxP requirements?

Accepted Answer

biosuite is not a GxP-validated system. It is designed for procurement and spend management rather than GxP-regulated processes. The platform includes audit trails and role-based access controls to support internal compliance and oversight.

Question 16

Who can see what inside biosuite?

Accepted Answer

The professional plan includes role-based access control, so you can define who sees, edits, and approves – all the way from the team level to individual users.

Question 17

How does biosuite keep our data secure?

Accepted Answer

For details on our infrastructure, data protection measures, AI safeguards, and security practices, visit our Trust & security page .

Question 18

Is biosuite only for biotech companies?

Accepted Answer

Yes. biosuite is purpose-built for biotech. The workflows, terminology, and features are tailored to how biotech teams actually buy services and manage spend.

Question 19

Can I try the professional plan before committing?

Accepted Answer

Yes – reach out to us to discuss a trial or demo so you can see the full feature set in action before upgrading.

Question 20

What happens if I exceed the included PO volume on the professional plan?

Accepted Answer

The professional plan includes 15 purchase orders and 30 invoices per month. Additional documents are €4 each. If you consistently need more, reach out to us to discuss the advanced plan or a custom arrangement.

Question 21

What's included in the free starter plan?

Accepted Answer

Vendor and contract management, contract value monitoring, change order tracking, a basic reporting dashboard, and up to 3 team members – with no time limit.

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