Complete Procurement Department System
Procurement departments managing internal requisitions, supplier quotations, contracts, and payments.
The full purchasing cycle from department requisition to supplier evaluation, with documented quotations, clear approvals, and matched payments.
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 request enters the system as a card in “Requisition” with the item details, quantity, technical specifications, requesting department, and needed-by date. The buyer picks up the card and moves it to “Quotations”, collecting at least three supplier quotations attached to the card with a brief comparison table. Once quotations are complete, the card moves to “Approval” with the procurement manager, who weighs price, quality, and reliability and approves the best offer; it then moves to “Purchasing” to issue the purchase order and send it to the supplier. When the shipment arrives, the card moves to “Receiving”, where the receiving report and matching are attached; then to “Payment” until Finance settles the invoice after a three-way match between purchase order, receiving report, and invoice; and finally it rests in “Supplier Evaluation”, where the supplier’s performance on this deal is scored.
Chat is the daily coordination channel: a buyer asking about an unclear specification in a department’s request, or a quick follow-up with a supplier on a delivery date. Long-term supplier selection decisions, though, do not stay in Chat — they are documented in the Forum, especially on large deals, so any later reviewer knows why we chose this supplier over the others.
The Forum dedicates its sections to supplier evaluation and documenting approval decisions: every supplier has a permanent topic where the team’s evaluations accumulate across successive deals, turning collective experience into institutional memory that doesn’t walk out the door with a departing employee. Dues manages money with suppliers in privacy: advance payments and outstanding balances per supplier are visible only to those authorized, and are reconciled with “Payment” cards before any disbursement.
The information flow is clear: the requesting department submits the request and does not interfere in negotiations afterwards; the buyer runs the card through to “Purchasing”; the receiving coordinator documents arrivals; and Finance closes the loop in “Payment”. The procurement manager reviews the whole board weekly: cards stalled in “Quotations” for over a week, requests without approval, and suppliers who missed their dates — deciding from one board, not scattered reports.
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.
Procurement Manager
Approves offers in the “Approval” column, reviews the board weekly for stalled requisitions, and oversees supplier evaluations in the Forum.
Buyers
Run the card from “Requisition” to “Purchasing”: clarifying specifications with departments, collecting and attaching quotations, negotiating with suppliers, and issuing purchase orders.
Receiving Coordinator
Documents shipment arrivals in “Receiving” with a receiving report and quantity/quality matching, and immediately raises any shortage or damage to the buyer.
Finance
Matches the invoice against the purchase order and receiving report before disbursement, and records advance and final payments in Dues per supplier.
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
- Forum — Documented discussions in organized sections — decisions and knowledge that never get lost
- Dues — Internal money with strict privacy — dues, advances, and expenses
Forum sections (4)
- Supplier EvaluationsA permanent topic per supplier where evaluations of on-time delivery, quality, and price accumulate across successive deals.
- Approval DecisionsDocumenting why one offer was approved over another on major purchases — why we chose this supplier, and by what criteria.
- Supply ExperiencesSupply problems, delays, and shortages and how they were handled — a reference for the team before dealing with any past supplier.
- Purchasing Process ImprovementSuggestions from the team itself for improving the requisition, approval, and receiving cycle.
«Working Rules for This System» — Pinned in the forum
1) No purchasing outside the system: every request is logged as a card in “Requisition”, whatever its amount. 2) No card moves to “Approval” without three attached quotations or a documented justification for settling for fewer. 3) Supplier selection decisions on large deals are documented in the Forum — Chat is for quick coordination only. 4) No disbursement without a three-way match: purchase order, receiving report, and invoice — and the payment is recorded in Dues immediately. 5) Every supplier is evaluated in the “Supplier Evaluation” column and their Forum topic before the card is closed.
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