From purchase requisition to purchase order.
An eight-step procurement workflow for enterprise teams: the engineer raises the requisition, procurement collects and compares quotations, cost control checks the budget, the manager signs, and the PO goes to the supplier, with a named role on every step and every hand-off recorded.
What is a procurement workflow?
A procurement workflow is the ordered set of steps a purchase request passes through between someone asking for something and a purchase order reaching the supplier, with a named role responsible for each step and a record of who did what and when. Without one, approvals live in email threads, a quotation is reviewed by whoever happens to be copied, and a PO can be raised before the budget holder has seen the numbers.
PROCAI's workflow gives enterprise workspaces a fixed purchase-requisition-to-purchase-order pipeline that sits next to the sourcing tools rather than apart from them: the quotations an RFQ collects are counted automatically at step 2, and the AI comparison sheet is attached at step 4. It never consumes credits.
The eight steps
Each step has an owner role. A step can be switched off if your company does not need it, and each hand-off carries an editable, prefilled message to the next owner.
- 1Owner · Engineer
Purchase Requisition
The requester raises the PR: what is needed, how many, the budget it draws on and when it is required.
- 2Owner · Procurement
Quotation Collection
Procurement sources the offers. Link a PROCAI RFQ and every supplier reply is counted as a collected quotation automatically.
- 3Owner · Engineer
Technical Review
The engineer checks each offer against the specification. An offer that misses the spec is sent back for revision, and the revision is flagged on the request.
- 4Owner · Procurement
Commercial Comparison
The AI comparison sheet is attached and the recommended offer is recorded.
- 5Owner · Cost Control
Budget Review
Cost control checks the recommendation against the budget on the PR. Anything above budget always goes back to procurement with cost control's comment, it cannot be waved through.
- 6Owner · Procurement
PO Preparation
The purchase order is prepared from the approved offer, ready for signature.
- 7Owner · Manager
Final Approval & Signature
The manager approves and signs. The signed PO is uploaded to the request.
- 8Owner · Procurement
PO to Supplier
The PO is sent to the supplier and their counter-signed copy is uploaded to close the request.
Four roles, assigned by you
Engineer, Procurement, Cost Control and Manager. Up to ten members per role and ten assignees per step, so a large team can cover every request without one person becoming the bottleneck.
- Every member sees a personal list of the steps waiting on them
- A request sent back for revision is marked, so everyone knows it has been round once
- Cancelling or reopening a request records a reason against it
- Steps you do not need can be switched off in settings
Connected to sourcing, not bolted on
RFQ
Link the RFQ that went out for this request and supplier replies count as collected quotations as they arrive.
Comparison sheet
Attach the AI comparison sheet at the commercial step so the reviewer sees like-for-like totals, not five different layouts.
Documents
The signed PO and the supplier's counter-signed copy live on the request, so the record is complete when it closes.
What the workflow is not
Three boundaries, on purpose:
- It is not an ERP. There is no invoice matching, goods receipt or payment; the workflow ends when the counter-signed PO is on file, and your finance system takes it from there.
- It does not decide your authority matrix. Who holds each role, and which steps apply, is set by your company's admins.
- It is not on every plan. The procurement workflow is part of the Enterprise packages, Essential, Growth and Scale, where the team, seats and shared credit pool exist to run it.
Procurement workflow, answered.
Every approval, on the record.
Bring your requisitions, quotations and purchase orders into one pipeline your whole team can see.