Future Procurement Workflow

Built now for the real documents and quotations that will arrive later.

GOVERNANCE

Documents may propose facts, quantities and quote fields. People approve them. Planning data never becomes procurement data automatically, and a selected supplier quote never becomes the accepted cost basis without the required provenance.

Incoming-document pipeline

RECEIVE DOCUMENT → CLASSIFY → EXTRACT EXPLICIT EVIDENCE → MATCH COST ITEMS → HUMAN VERIFY → CREATE/ISSUE RFQ → RECORD QUOTES → NORMALIZE DELIVERED COST → SELECT QUOTE → ACCEPT COST BASIS

STEP 1

Receive & classify

One intake point for engineer drawings, BOQs/takeoffs, supplier proposals/modulations, specifications/schedules and supplier quotations.

OPEN DOCUMENT INTAKE

STEP 2

Extract evidence — proposal only

CostCerta identifies only explicit document-supported quantities and maps clear matches to the project cost-item catalog. Unsupported or ambiguous values remain locked.

🔒 No automatic verification

STEP 3

Human quantity verification

Reviewer checks the original source, quantity, unit and page/detail, then explicitly saves a verification. Audit history preserves superseded verifications.

OPEN VERIFICATION GATE

STEP 4

RFQ snapshot

An RFQ can be created only from verified quantity provenance. The RFQ stores an immutable snapshot so later quantity changes do not silently rewrite the issued request.

RFQ REGISTER

STEP 5

Supplier quote capture

Capture unit price, currency, freight/delivery, IVA/tax, other charges, lead time, validity, payment terms and quote/document reference against the issued RFQ.

STEP 6

Delivered-cost comparison

Normalize each quote to the same verified quantity and delivered basis. Keep price components visible so a low unit price cannot hide expensive freight, tax or other charges.

STEP 7

Selected quote → accepted cost basis

Selection and cost-basis acceptance remain separate governance events. Controlled/test/synthetic evidence remains ineligible for the live cost basis.

🔒 Genuine quantity provenance + genuine quote evidence required

Ready for the next real document

When the first supplier modulation/quotation or engineer quantity document arrives, start at Document Intake. We can then follow the chain without manually retyping unsupported numbers.

START WHEN DOCUMENT ARRIVES

Future comparison targets

The workflow is structured so multiple independent sources can eventually coexist for the same scope—e.g. supplier modulation, engineer takeoff, and competing supplier quotes—without overwriting provenance. Differences should be surfaced for human reconciliation rather than silently averaged.