IT Procurement Department System
A team buying hardware, licenses, and tech services for the company, tracking their inventory and subscription renewals.
From purchase request to receipt and inventory, with license renewals tracked before expiry and spending fully documented.
No credit card required — your project is set up with the full system in under a minute
This is the system board as you'll receive it: workflow columns and starter cards showing the first steps
How does work flow in this system?
Every purchase starts as a card in “Request” logging the requesting party's need, required specs, quantity, and justification. The card moves to “Quotes,” where the procurement officer gathers vendor quotes and compares them technically and on price on the card itself; then to “Approval” for the department head's and finance's sign-off. After approval it moves to “Purchase” to issue the purchase order and follow up supply; then “Receipt,” where the delivery is inspected, matched against the order, and handed to the benefiting party. Received hardware and licenses are recorded in “Inventory” so the company knows what it owns and where every item is; and subscriptions and licenses are tracked in “Renewal” by their expiry dates so no service cuts off suddenly.
Chat is for quick coordination: availability and spec questions with requesting parties, chasing delivery dates, and arranging receipt and matching. Dues is the department's financial ledger: the value of every quote, purchase order, and subscription invoice is recorded on its card privately, so the department knows its upcoming commitments and annual license spend without going back to finance's ledgers or waiting for their statements.
The requesting party raises its need documented; the procurement officer gathers quotes and raises a recommendation; the department head approves technical specs before it goes to finance. After receipt, the officer keeps inventory updated as things happen, and “Renewal” alerts come ahead of license expiry with enough time to request fresh approval — so no service stops and no late penalty is paid.
Who does what?
The operational roles in this system and each role's responsibility in daily work — assign them to your team as-is or adapt them to your reality.
IT Procurement Officer
Receives requests, gathers quotes and compares them technically and on price, follows purchase orders and supply through to receipt, and keeps inventory and renewal dates updated.
IT Manager
Approves technical specs and recommendations before they go to finance, and reviews the “Renewal” column monthly to ensure no service lapses.
Finance Coordinator
Checks that invoices match approved requests, and tracks the commitments recorded in Dues and their payment scheduling.
What's prepared for you from day one?
System units
- Tasks — A kanban board with workflow columns and execution cards
- Chat — The team's fast daily coordination channel
- Dues — Internal money with strict privacy — dues, advances, and expenses
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