1
Lead to Project (CRM Integration)
START
CRM
New Lead
Customer inquiry
Qualify Lead
Evaluate potential
Qualified?
YES
Create Quote
Proposal & pricing
Won?
YES
Webhook
Trigger Sync
CRM to ReqVise
Project
Create Project
Auto-generated
2
Project Setup & Scheduling
Project
Project Created
From CRM sync
Setup Schedule
Define milestones
Create WBS
Work breakdown
Assign Team
Project members
Ready
Project initialized
3
Engineering (TDS & Drawings)
Engineering
Create TDS
Technical specs
Upload Drawings
CAD files, PDFs
Submit Review
Approval workflow
Approved?
YES
Transmittal
Send to vendor
Vendor
Acknowledge
Vendor confirms
4
Procurement (PR to RFQ to PO)
ProKure
Create PR
From TDS/BOQ
Approved?
YES
Contract?
NO - RFQ Process
Bidding Process
Create RFQ
Invite vendors
Submit Quotes
Vendor portal
Compare Bids
Evaluation
Award Vendor
Select winner
YES - Rate Contract
Use Contract
Pre-negotiated rates
ProKure
Create PO
Purchase order
Approved?
YES
Release PO
Send to vendor
Vendor
Acknowledge PO
Accept terms
4B
Vendor Drawings Submission (Optional - When Vendor Provides TDS/Drawings)
Vendor Dwg?
YES
Vendor
Submit TDS/Drawings
Shop drawings via portal
Engineering
Review Drawings
Technical review
Approved?
YES
Vendor
Start Production
Approved for manufacturing
Vendor Dwg?
NO
Vendor
Direct to Production
Using company specs
5
Delivery & Payment (ASN to GRN to Invoice)
Vendor
Create ASN
Shipment notice
ProKure
Create GRN
Goods receipt
QC OK?
YES
Vendor
Submit Invoice
Via portal
3-Way Match
PO-GRN-Invoice
Match?
YES
Process Payment
Clear invoice
4C
Procurement Category Flows — Goods / Services / Goods & Services
Track 1 — Goods Procurement Cycle
PR Approved (Goods)
Scr 256
RFQ Create (Goods)
Items, quantities, required delivery date
Scr 259
Vendor Invitation
Invite shortlisted vendors to bid
Scr 263
Bid Submission & Comparison
Vendors submit; auto comparative statement
Auction?
YES
Scr 271+
Reverse Auction
Live price competition
NO
Scr 267
Direct Award
Select L1 vendor directly
Scr 268
Award Approval
Management sign-off on vendor selection
Scr 287
PO Create (Goods)
Line items, qty, price, delivery schedule
Scr 293-294
PO Approval & Release
Multi-level approval → send to vendor
Scr 295
Vendor Acknowledgement
Vendor confirms terms & delivery date
Scr 314
ASN Creation
Advance shipment notice from vendor
Scr 318
GRN & Quality Inspection
Goods received; QC inspection
3-Way Match?
OK
Scr 326
Invoice Approval
PO–GRN–Invoice matched
Mismatch
Dispute Resolution
Investigate variance → correct
Scr 330
Payment Released
Track 2 — Services Procurement Cycle
NEW
PR Approved (Services)
NEW · Scr 811
RFQ Create (Services)
SOW, billing type (lump-sum / milestone / T&M), SLA terms
Scr 259
Vendor Invitation
Invite service vendors / consultants
Service Proposal Submission
Vendors submit technical + commercial proposals
Proposal Evaluation
Technical score + commercial score; combined ranking
Negotiate?
YES
Scr 447+
Offline Negotiation
Scope / price / SLA negotiation rounds
NO
Direct Award
Best proposal selected
Award Approval
Management sign-off
NEW · Scr 813
Services PO Create
SOW attached; milestone payment schedule; SLA / KPI clauses; retention %
Scr 293-294
PO Approval & Release
Multi-level approval → send to service vendor
Vendor Starts Service Delivery
Kickoff meeting; mobilisation
Loop per Milestone
Vendor Submits SES
Service Entry Sheet — milestone evidence, photos, reports
Buyer Reviews SES
Site inspection / document review
SES Accepted?
YES
Milestone Approved
Release milestone payment (less retention)
NO
Rejected → Revise
Vendor revises & resubmits SES
↑ Repeat for each milestone until final deliverable
Final Milestone: Contract Completion
Defect liability period begins
Retention Release
DLP expires → retention (5-10%) released
Final Invoice & Payment
Retention portion settled; AP processing
Vendor Performance Rating
Track 3 — Goods & Services Procurement Cycle
NEW
PR Approved (Goods & Services)
NEW · Scr 812
RFQ Create (Goods & Services)
Items table + service scope (SOW) + combined value; single RFQ covers both components
Scr 259
Vendor Invitation
Invite vendors capable of supplying both goods and services
Hybrid Bid Submission
Item pricing (unit rates, qty) + service pricing (lump-sum / milestone) in one response
Hybrid Bid Evaluation
Goods component scored separately; service component scored separately; combined total
Award Approval
Management approval for combined award value
NEW · Scr 287/813
Goods & Services PO Create
Items table (qty, price, delivery) + milestone payment schedule + SOW + SLA all in one PO
Scr 293-294
PO Approval & Release
Multi-level approval → single PO sent to vendor
Parallel Execution After PO Release
Goods Component
Scr 314
ASN Creation
Shipment notice for physical items
Scr 318
GRN Receipt
QC inspection & quantity verification
3-Way Match
PO items vs GRN vs goods invoice line
Goods Invoice
Invoice for physical goods component
Services Component
Service Delivery Starts
Vendor mobilises for service component
Scr 813
SES per Milestone
Service Entry Sheet for each service milestone
Milestone Approval
Buyer approves service deliverable
Milestone Payment
Payment per approved milestone (less retention)
Combined / Split Invoice
Single combined invoice or separate goods & services invoices → AP processing
Final Payment & Contract Closure
Procurement Type Comparison Matrix
| Aspect | Goods | Services NEW | Goods & Services NEW |
|---|---|---|---|
| RFQ Screen | Screen 256 | Screen 811 NEW | Screen 812 NEW |
| PO Screen | Screen 287 | Screen 813 NEW | Screens 287 + 813 hybrid NEW |
| Delivery Tracking | ASN → GRN | SES → Milestone Approval | Both (ASN/GRN for goods; SES/Milestone for services) |
| Payment Trigger | 3-Way Match (PO–GRN–Invoice) | Milestone Acceptance by buyer | Both — 3-Way Match for goods + Milestone for services |
| Invoice Matching | Price / Qty / PO line match | SES + Milestone evidence match | Split match — goods lines vs GRN; service lines vs SES |
| Retention | Not typically applied | Yes — typically 5–10 % of contract value | On services portion only; goods paid on 3-Way Match |
| Bid Type | Unit rate / lump-sum items | Technical + commercial proposal (SOW-based) | Hybrid — item pricing + service pricing in one response |
| Auction Option | Reverse auction supported (Scr 271+) | Not typically used for services | Applicable to goods component if required |
| Contract Document | Standard PO with delivery schedule | PO with SOW, milestone schedule & SLA | Single PO covering items table + SOW + milestone schedule |
6
Project Execution & Closure
Project
Update Schedule
Link deliveries
Track Progress
Weighted %
100%?
YES
ProKure
Rate Vendors
Performance scores
Close Project
Final sign-off
7
Regulatory Integrations (TReDS / GeM / E-Invoicing)
E-Invoice
Generate E-Invoice
JSON to IRP Portal
IRN + QR Code
IRP returns signed invoice
MSME?
YES
TReDS
Upload to TReDS
RXIL / M1xchange
Buyer Accepts
48h deadline
Financier Bids
Factoring at discount
MSME Paid (T+2)
Early payment via TReDS
GeM
GeM Registration
Seller onboarding
Publish Catalog
Products & pricing
Participate in Bids
L1 / QCBS tenders
Receive Orders
Webhook sync to ProKure
CRAC Generated
Consignee acceptance
8
ESG & Sustainability Tracking
ESG
Calculate Scope 3
PO items × carbon factor
Vendor ESG Score
E:40% S:35% G:25%
ESG OK?
YES
Track Certifications
ISO 14001, B Corp, etc.
Update ESG Targets
SBTi / Net-Zero progress
BRSR / CDP Report
Compliance reporting
9
Agentic AI / Autonomous Procurement
AI Agent
Trigger Event
PR approved / Bid received
AI Reasoning
Chain-of-thought analysis
Confident?
YES - Auto Execute
Auto-Execute
Below threshold
Log Action
Full audit trail
NO - Human Review
Recommendation
Human reviews AI suggestion
Accept / Reject
Feedback loop
AI Learning
Improve from feedback
10
Analytics & CRM Sync
Analytics
Generate Reports
Project summary
Update KPIs
Dashboards
Webhook
Sync to CRM
Update CRM deal status
END
11
PO Amendments, Short Closure & Contract Changes
12
Vendor Lifecycle Management