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. A named role on every step, every handover recorded.
What is a procurement workflow?
A procurement workflow is the ordered set of steps a purchase request passes through between the requisition and the purchase order. Each step has a named role responsible for it, and every handover is recorded. Without one, approvals live in email threads and a PO can be raised before the budget holder has seen the numbers.
PROCAI's workflow is a fixed purchase requisition to purchase order pipeline for enterprise workspaces, connected to the sourcing tools. 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. Steps you do not need can be switched off, and each handover 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.
- 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 countersigned 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 no one person becomes 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.
Documents
The signed PO and the supplier's countersigned 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. No invoice matching, goods receipt or payment. The workflow ends when the countersigned 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.
Procurement workflow, answered.
What is a procurement workflow?
The ordered set of steps a purchase request passes through between the requisition and the purchase order, with a named role responsible for each step and a record of every handover. PROCAI's workflow is an eight step purchase requisition to purchase order pipeline for enterprise workspaces, connected to its RFQ and quote comparison tools.
What are the steps from purchase requisition to purchase order?
Purchase Requisition (Engineer), Quotation Collection (Procurement), Technical Review (Engineer), Commercial Comparison (Procurement), Budget Review (Cost Control), PO Preparation (Procurement), Final Approval & Signature (Manager) and PO to Supplier (Procurement). Steps your company does not need can be switched off.
Who approves what?
Four roles. The Engineer raises the PR and reviews the offers technically. Procurement collects quotations, runs the comparison, prepares the PO and sends it. Cost Control reviews the budget. The Manager gives final approval and signs. Up to ten members per role and ten assignees per step, set by your company's admins.
Does the workflow connect to RFQs and quote comparison?
Yes. Link a PROCAI RFQ to a request and every supplier reply counts as a collected quotation automatically. The AI comparison sheet built from those quotations is attached at the commercial comparison step. The signed PO and the supplier's countersigned copy are stored on the request.
What happens if a quotation is over budget?
It goes back. At the budget review step, cost control compares the recommended offer with the budget on the requisition. Anything above it returns to procurement with a comment, for a revised offer or a revised budget. Nothing above budget can proceed to the purchase order.
Which plans include the procurement workflow?
Enterprise workspaces: the Essential, Growth and Scale packages, where the team seats and shared credit pool exist to run it. It never consumes credits. Free, Individual, Team and Professional plans do not include it, though the sidebar still shows it.
Every approval, on the record.
Requisitions, quotations and purchase orders in one pipeline your whole team can see.