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E-procurement Portal
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E-procurement Portal · Available now

Carry a purchase from demand to tender award and receipt.

A Buyer records demand as a purchase request with an owner, organization, supplier, required date, budget code and requested amount. Purchase lines hold the quantity and price detail.

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  • Manual work is free
  • Configure it in Proto
OverviewTender Evaluation Queue
E-procurement Portal · Tender submissions

Tender Evaluation Queue

Approval conditions

New tender submission
Tender submissions in view
6
Total offer USD
2,290
Tender numberParentOffer USDEvaluation scoreSubmitted atRevision
TS-67720Office cleaning services renewal703020 Oct640
TS-10578Regional courier service tender3704002 Nov440
TS-55836Clinic waiting room furniture3903527 Oct830
TS-29760Clinic waiting room furniture3105015 Oct200
TS-46835East site network switch upgrade8404513 Oct420
6 of 6 records
Office cleaning services renewalTender submissions · TS-67720
Offer USD70
Evaluation score30
Submitted at20 Oct
Revision640
Review requestTS-67720 · Office cleaning services renewal

Purchasing Approver decides the request revision.

Waiting for Purchasing Approver
ApproveReturn
Example screen with sample data
Tables, ready to use
11
Saved views
12
Roles with set permissions
5
Reports and dashboards
8
Features

See each purchasing queue

Every feature works on the same records. Pick one to see the screen your team works in.

Purchase demand

Purchase demand for the procurement team and its reviewers.

  • Scope
  • Lines
  • Review
  • Purchase requests
  • Purchase lines
  • Organizations
  • Team members
  • Suppliers
Explore purchase demand
OverviewMy Purchase Requests
E-procurement Portal · Purchase demand

My Purchase Requests

Purchase requests

New
Record numberSubjectStatusRequired byRequested amount USDRevision
PR-48403Replacement laptops for field teamDraft23 Oct820860
PR-23362Warehouse pallet jack purchaseSubmitted13 Oct750480
PR-84381Office cleaning services renewalApproved21 Oct500670
PR-40272Clinic waiting room furnitureOrdered18 Oct100440
PR-99460Annual safety glove supplyReceived18 Oct940510
6 of 6 records
Replacement laptops for field teamPurchase requests · PR-48403
Draft
Required by23 Oct
Requested amount USD820
Revision860
Example screen with sample data
Process

From demand to accepted receipt

From demand to accepted receipt ships ready to use. 2 steps need a named approval before the work moves on: Review request (Purchasing Approver) and Evaluate tender (Tender Evaluator).

Drag a card to another stage, or focus it and use the arrow keys. It updates to match the stage.

  1. Draft request

    Record the need, owner, supplier and lines.

    Office cleaning services renewalTS-67720 · Buyer
    Draft requestBy Buyer

  2. Submit request

    Put the checked revision in the review queue.

    Office cleaning services renewalTS-67720 · Buyer
    Submit requestBy Buyer

  3. Review request

    Check the decision and reason against that revision.

    Office cleaning services renewalTS-67720 · Purchasing Approver
    Review requestBy Purchasing Approver
    ApprovalPurchasing Approver decides the request revision.

  4. Evaluate tender

    Compare the offer and record the evaluation.

    Office cleaning services renewalTS-67720 · Tender Evaluator
    Evaluate tenderBy Tender Evaluator
    ApprovalTender Evaluator decides the tender offer.

  5. Award tender

    Complete an approved tender after its operation receipt persists.

    Office cleaning services renewalTS-67720 · Buyer
    Award tenderBy Buyer

  6. Receive order

    Record accepted quantities against the order.

    Office cleaning services renewalTS-67720 · Buyer
    Receive orderBy Buyer

Start with Demand and review

Inside a record

Connect the surrounding systems

Open any tender submission to see the roles that work on it, its process stages and its approvals on one page.

  1. 1
    Record details

    Offer USD, Evaluation score, Submitted at and Revision.

  2. 2
    Linked records

    Records linked to this tender submission.

  3. 3
    Who works on it

    Buyer, Purchasing Approver and Auditor, each with their own permissions.

  4. 4
    Process stages

    Prepare tender, with the role that acts.

  5. 5
    Approvals

    Review request and Evaluate tender, with who decides.

Tender Evaluation QueueOffice cleaning services renewal
E-procurement Portal · Tender submissions

Office cleaning services renewal

Log activity
1
Record details
Offer USD70
Evaluation score30
Submitted at20 Oct
Revision640
3

Who works on it

  • BuyerManage purchase requests, record attachments, tender submissions
  • Purchasing ApproverView operation receipts, Organizations, purchase lines…
  • AuditorView operation receipts, Organizations, purchase lines…
4

Process stages

  • Prepare tenderBuyer
5

Approvals

  • Review requestPurchasing Approver
    Approved
  • Evaluate tenderTender Evaluator
    Waiting
Example screen with sample data
Approvals

Review the current revision

Purchasing Approver reads the request, tender and evidence context before accepting a decision.

OverviewApprovals
E-procurement Portal · Overview

Approvals

Signed in as Purchasing Approver

Waiting for you

4 To review1 Overdue2 Decided todayOnly mine
0 selectedApproveReturn
  • TS-67720Office cleaning services renewal
    Requested by Buyer
    Waiting1dActions
  • TS-10578Regional courier service tender
    Requested by Buyer
    Waiting1dActions
  • TS-55836Clinic waiting room furniture
    Requested by Buyer
    Waiting2dActions
  • TS-29760Clinic waiting room furniture
    Requested by Buyer
    Waiting6dActions

Who approves what

DecisionApprover
Review requestCheck the decision and reason against that revision.Purchasing Approver
Evaluate tenderCompare the offer and record the evaluation.Tender Evaluator
2 approval rules · set per role in Proto
Example screen with sample data
Who can approve what
Roles

A workspace for each role

Everyone opens E-procurement Portal to the work that is theirs. Pick a role to see what it starts with.

Buyer

Prepare assigned operational records and execute eligible reviewed actions.

This is the first screen this role sees.

OverviewOpen Request Board

Open Request Board

Purchase requests · Buyer

Draft2
Replacement laptops for field teamCedar Grove Handling
Annual safety glove supplyWillowbend Facility Care
Add
Submitted2
Warehouse pallet jack purchaseNorthfield Office Systems
East site network switch upgradeElm River Courier Group
Add
Approved1
Office cleaning services renewalHarbor Point Furnishings
Add
Ordered1
Clinic waiting room furnitureNorthfield Office Systems
Add
Example screen with sample data

Roles and permissions

Reports

Read demand and outcome trends

Read demand, offers, decisions and operation results from their recorded source.

Overview
E-procurement Portal · Overview

E-procurement Portal dashboard

This quarter

Purchase requests in view
6
Total requested amount USD
3,690

Tender submissions by status

How far records got this quarter

StageReachedStep
Draft42
Submitted2150%
Approved1048%
Rejected660%

Offer USD by status

Sample totals per stage

10.0k0
9.0kDraft
10.0kSubmitted
6.0kApproved
4.0kRejected
7.0kCompleted
Example screen with sample data
  1. 01Approved demand by organization

    Sum requested amounts for approved requests by buying organization.

  2. 02Request status by owner

    Show each buyer's requests by recorded status and required date.

  3. 03Tender offers by request

    Compare offer amounts and evaluation scores beneath each purchase request.

  4. 04Request decisions by reviewer

    Show decision, reason and decision date by reviewer and request revision.

  5. 05Accepted quantity by request

    Summarize accepted and requested quantities for each request's lines.

  6. 06Operation failures by action

    Count failed and review-needed receipts by action and occurrence date.

  7. 07Supplier demand

    Group requested amounts by counterparty and request status.

  8. 08Attachment visibility

    Show evidence types and internal or shared visibility by request.

All reports and dashboards

Who it's for

Fit the work to your buying team

See how E-procurement Portal fits your kind of team.

Public buying teams

Apply request, tender and evidence records to public buying teams.

Multi-site procurement

Apply request, tender and evidence records to multi-site procurement.

Service purchasing

Apply request, tender and evidence records to service purchasing.

Controls

Trace decisions and operations

Each stage, from demand to accepted receipt, names the role that acts and the status it records, so a change is never anonymous.

OverviewFrom demand to accepted receipt
E-procurement Portal · Process

From demand to accepted receipt

Each stage, the role that acts and the status it records

Process stages
10
Approval steps
2
Roles involved
5
Tables touched
6
Submit request
Buyer
StatusDraft → Submitted
Review requestApproval
Purchasing Approver
StatusSubmitted → Approved
Evaluate tenderApproval
Tender Evaluator
StatusSubmitted → Approved
From demand to accepted receipt
  1. Start
    Submit requestDraft → Submitted
    Buyer
  2. Approval
    Review requestSubmitted → Approved
    Purchasing Approver
  3. Approval
    Evaluate tenderSubmitted → Approved
    Tender Evaluator
  4. Step
    Award tenderApproved → Completed
    Buyer
  5. Step
    Place orderApproved → Ordered
    Buyer
Example screen with sample data

See each stage in detail

AI agent

Get help with the next action

Ask Proto to help people find the right procurement record and check a handoff.

It can

  • Buyer: Find assigned requests that need a supplier, line check or order reference.
  • Purchasing Approver: Summarize the submitted request, its amount, revision and attached evidence for a decision.
  • Tender Evaluator: Compare offers and their evaluation scores under one request.
  • Auditor: Trace a completed tender through the decision and operation receipt.

Stays with a person

  • A person makes the approval and award decision.
  • Proto can surface the linked records and highlight a mismatch; the responsible role must confirm the revision and check the recorded decision.
  • A failed operation receipt needs investigation before anyone retries the action.

Set up an agent

Integrations

Connects to the tools you use

Set up connections through ERP.AI and Proto workflows, with every change logged.

  • E-procurement Portal
  • Finance
  • Supplier communication
  • Ordering
  • Identity
Data model

Your data, in tables you can change

Every record lives in a table you can see, extend and export. Add fields or whole tables in Proto.

Browse all 11 tables
11tables
  • Purchase demand5
  • Supplier register3
  • Tender desk4
  • Review and award4
  • Ordering and receipt4
  • Evidence and exceptions4
Implementation

Roll out one team at a time

Start with one team and one process, then add the rest once the basics are running.

  1. Organization

    Record the buying organization, its currency and time zone; link active team members to their users.

  2. Supplier register

    Enter suppliers, contacts and eligibility notes for the pilot organization.

  3. Demand

    Create a purchase request with lines, budget code, owner, counterparty and required date.

  4. Review and tender

    Record decisions against the current revision, compare tender offers and complete an approved award.

  5. Receipt and evidence

    Add the order reference, accepted quantities, attachments and operation outcomes; reconcile the final state.

Read the implementation plan

Pricing

$0per user

The base account and everyday work in the ERP.AI app are free, for every user.

  • No per-user or per-seat fees
  • Viewing, editing, approving and exporting records in the app is free
  • Pay only for machine work: API calls, imports, workflows and AI agents
  • Prepaid credits from $5. Purchased credits never expire

Pricing details

Machine work rate card Included per $1 of credit

Machine work rate card
UsagePer $1
Record reads (list, filter, get)20,000
Search or aggregate queries4,000
Record writes4,000
Imported or synced records200,000
Workflow runs2,000
AI agent runs2,000
Scheduled jobs or webhooks20,000
File uploads (MB)2,000
CSV or PDF exports100
FAQ

Questions, answered

Scope, rollout and pricing for E-procurement Portal.

All questions
How do I get started?

Click Get started, then use Proto to configure E-procurement Portal for your business. Begin with one buying organization, a supplier, a request and the people who will review it.

Who prepares a purchase request?

Buyer prepares the request with an owner, counterparty, amount, required date and purchase lines.

How is a request reviewed?

Purchasing Approver reads the submitted request and its revision. The linked review decision shows the choice, reason, time and reviewer. Check that its source revision matches the request before acting on it.

Where do tender offers sit?

Each tender submission links to its parent purchase request and buying organization. Its offer amount and evaluation score support comparison.

When is an award complete?

The award action validates an approved tender decision, persists an operation receipt and then marks the tender Completed.

What happens if an award action fails?

The failed operation receipt carries its result state, expected revision and failure reason. The team investigates that record before retrying.

Can we track accepted quantities?

Purchase lines hold requested and accepted quantities and the acceptance time. The request carries its order reference and Received state.

How are documents shared?

Record attachments carry an evidence type, uploader and Internal or Shared visibility. Choose the visibility when attaching the file.

What does Operations Overview show?

It brings approved commitment, accepted receipt value, pending review decisions and failed operations into one working screen.

What should we connect during setup?

Decide how finance, supplier communication and order references connect to the purchasing records. Record the owner of each handoff in the implementation plan.

Set up E-procurement Portal your way.

Start free, then use Proto to change fields, steps and approvals before your team goes live.

Start now Download Proto

How to get started

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