PR · RFQ · PO · vendor hub
From purchase request to PO — with vendor quotes on hub
Structured PRs, RFQs with PCS comparison, awarded POs, and a vendor hub for public quotes — every step tied to grant lines and approvals your finance team can trust.
Purchase requests
Multi-line PRs with specs, BOQ, duration, and grant line linkage — into approvals first.
RFQ and PCS
Competitive quotes, bid comparison panels, and award traceability.
Vendor hub
Suppliers register and quote via public UUID links — no staff email chaos.
Accountable spend from request to order
Field needs become structured records — competitive sourcing, approvals, and audit trails finance can follow.
Purchase requests
Line detail, units, bill of quantities, and grant references before spend is committed.
RFQ and quotes
Issue RFQs, collect bids, run PCS matrix comparison, and award with documented rationale.
Purchase orders
Awarded bids become POs with logistics tracking on the order.
Vendor hub
Public registration and tokenised quote URLs scoped to your organisation tenant.
End-to-end procurement chain
Requires grants, budgets, and finance modules. Each step leaves records approvers and auditors can replay.
- Grant line linkage on procurement lines
- Approval definitions per document type in Settings
- PDF exports for request and award packages
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1
Raise a PR
Field or programme staff request goods or services with grant line context and supporting detail.
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2
Source and compare
Procurement issues RFQ; vendors quote on hub; panel compares in PCS matrix.
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3
Award and deliver
Award generates PO; logistics continues; finance sees commitments on grant lines.
Policy-aligned delegation
Tenant procurement policy and approval thresholds match how your NGO delegates authority.
Request within policy
PRs route to the right approvers by value band and document type.
Competitive sourcing
RFQs and vendor hub support transparent comparison for auditors and donors.
Commit on the grant
Approved POs update committed spend on the same budget lines finance monitors.
Works with
Procurement sits between programme delivery and grant finance.
Frequently asked questions
Common questions from NGO programme, finance, and IT teams evaluating this module.
What is the procurement chain in the product?
Purchase request → approvals → RFQ → vendor quotes → PCS comparison → award → purchase order → logistics, with grant line linkage where configured.
Can vendors quote without staff accounts?
Yes. The vendor hub provides tenant-scoped registration and tokenised public RFQ quote URLs.
Are approval rules configurable per tenant?
Yes. Approval definitions in Settings route PRs, RFQs, and POs according to your delegation of authority.