From request to delivery,
on one screen with the vendor.
Purchase request, budget check and approval; RFQ and quote collection via the vendor portal; quotes in different formats compared in one matrix with AI; order, delivery note and invoice matching; vendor scorecard. Quotes no longer scatter across e-mail, vendor performance no longer lives in memory.
Request, quote, order and scorecard in one flow
The budget owner opens the request, procurement publishes the RFQ, the vendor quotes via the portal; the Procurement & RFQ Agent normalizes the quotes, the decision stays with people; order and invoice are tracked from the same record.
Purchase request, budget check and approval
The request form is opened from the catalogue or as a free line; the cost-center budget is checked live from the ERP, the route is set by amount and unit. Runs on the Workflow & Approval Engine.
"486,000 TL · budget OK · route: manager → procurement → CFO"RFQ and vendor portal
The RFQ is prepared in one click and goes to the selected vendors via portal and e-mail; the vendor enters price, lead time, payment terms and attachments line by line. A PDF quote arriving by e-mail lands in the same file.
"RFQ-0231 · 5 vendors · quote deadline: Friday 17:00"AI quote normalization and comparison
The Procurement & RFQ Agent brings different units, currencies, shipping and payment terms to a common basis; the matrix shows total cost and flags missing lines. The choice stays with the procurement specialist.
"3 quotes normalized · B 6% lower in total · 1 line missing"Order, delivery note, receipt and invoice matching
The approved choice becomes an order in the ERP; the vendor announces the delivery note from the portal, warehouse receipt is recorded, the e-invoice is 3-way matched with order and delivery note. On a mismatch, payment is held.
"PO-1408 · delivery note 2,400 m · invoice 2,400 m · matched"Vendor scorecard
Lead time, quality (rejects/returns), price and response speed are scored on every delivery; category rankings feed which vendors to invite to an RFQ. Nonconformities flow in automatically from the Quality module.
"Vendor B · on-time 96% · quality 4.6/5 · class A"Contract price lists and framework agreements
Framework agreements from NexCLM arrive as price lists; orders open at the agreed price, commitment consumption is tracked, a warning before the end date. Off-contract purchases require a reason.
"Framework 2026-07 · 62% consumed · 4 months left"A purchase request's journey from RFQ to order
A representative flow: request → budget → RFQ → quotes → comparison matrix → approval → order → delivery → invoice matching → scorecard. Which step the system and the agent do, where a person decides.
- Request opened, budget checked
The maintenance lead opened a "stainless steel pipe, 2,400 m" request from the catalogue; estimated 486,000 TL. The cost-center budget was checked from the ERP: available. Route: unit manager → procurement → CFO. - Unit manager approved, procurement prepared the RFQ
The procurement specialist turned the request into RFQ-0231; 5 class A and B vendors were picked from the scorecard, quote deadline Friday 17:00. Sent via portal and e-mail. - Quotes collected and normalized
3 quotes arrived: two via the portal, one as a PDF by e-mail. The Procurement & RFQ Agent brought unit (m/ton), currency (EUR→TL), shipping and payment-term differences to a common basis; a missing line at vendor C was flagged. - Comparison matrix reviewed, choice made
The procurement specialist opened the matrix: B 6% lower in total cost, lead time 12 days, scorecard A. B was selected with a reason; a question about the missing line went to C. - CFO approved
From the mobile approval inbox; summary: 3 quotes, the selected vendor, budget status and framework-agreement check on one screen. - Order in the ERP, vendor saw it on the portal
PO-2026-1408 was created in the ERP, vendor B confirmed the order on the portal and entered the lead-time commitment. Delivery reminder and delay warning were scheduled. - Delivery, 3-way match, scorecard updated
The delivery note was announced from the portal, warehouse receipt recorded; the e-invoice matched order and delivery note and entered the payment plan. Vendor B scorecard: on time, quality accepted. File closed.
Request, budget check, RFQ, incoming quotes, comparison, approvals, order, delivery note and invoice in one file. Every step in the audit trail with a timestamp and reason.
ERP · bakım-yatırımavailable5 tedarikçi · 3 teklifclosedeksik kalem · soru gönderildipendingPzt 14:00 · mobilapprovedtermin 12 gün · irsaliyeawaitingComparison matrix, vendor portal, vendor scorecard
Sample screens: the quote matrix for the procurement specialist, the portal through the vendor's eyes, the scorecard and spend dashboard for management.
| Vendor | Unit | Total | Lead time | Score |
|---|---|---|---|---|
| Vendor A | 208 TL | 511.600 | 9 gün | B |
| Vendor B | 196 TL | 470.400 | 12 gün | A |
| Vendor C | 189 TL | eksik | 21 gün | C |
How does it work in your procurement process?
Pick your industry to see which request types, scorecard criteria and integrations come ready on day one and what your rules decide.
Raw materials, spare parts and services on one portal; tons, meters or pieces, the matrix compares on a common basis.
Catalogue and framework-agreement items come ready to order; for purchases that need an RFQ, quotes are normalized; quality rejects flow into the scorecard automatically; ERP stock and order integration from day one.
- Raw material and consumable RFQsUnit and currency differences normalized; total cost including shipping.
- Spare parts and maintenance purchasesShort route for urgent requests; stock level visible from the ERP.
- Quality-linked scorecardIncoming inspection rejects flow from the Quality & CAPA module into the scorecard.
- Framework agreement trackingAnnual commitment consumption and end-date warning; with NexCLM.
Site request, bill of quantities and subcontractor progress payment in one file; checked against the project budget.
The site manager opens a request on mobile, the budget is checked by project and work item; material and subcontractor RFQs are collected, delivery is accepted on site with the delivery note; progress payments and invoices match the order.
- Site material requestsRouting by project and work-item budget; quantity attachment mandatory.
- Subcontractor and service RFQsUnit price and scope differences in the matrix; a technical scoring field.
- Site delivery acceptanceMobile delivery-note acceptance, photo and shortage/damage note.
- Progress payment and invoice matchingProgress percentage, order and invoice three-way check; with Financial Workflows.
Store expenses, non-trade purchases and service contracts in one central queue; vendors track on the portal.
Maintenance, fixture and service requests from hundreds of stores are routed by region and amount; contracted vendors come with price lists; invoices match store and order.
- Store maintenance and fixture requestsRegional manager approval; automatic order from the contracted vendor.
- Services (cleaning, security, logistics)Annual RFQ, multi-location scope; scorecard by location.
- Price list complianceAn invoice at an off-contract price is flagged, payment held.
- Vendor self-serviceThe vendor sees order, delivery note and payment status on the portal; fewer "where is my invoice" calls.
Traceability in consumable, drug and device purchases; lot, UBB and expiry date in the file.
Clinical orders flow via pharmacy/warehouse to procurement; UBB code, lot and expiry fields are standard in consumable and drug RFQs; technical spec and demo score for device purchases; returns and expiry issues are recorded on the vendor scorecard.
- Consumable and drug supplyRFQ with UBB/lot/expiry fields; quotes normalized by pack unit.
- Device and investment purchasesTechnical spec, demo and service-terms score in the matrix; handover to the Asset module.
- Urgent order routeShort route and fast order from the contracted vendor; SLA in hours.
- Vendor and lot traceabilityIn a recall, which lot went to which unit, in one query.
Plant and field equipment, maintenance services and long-term framework agreements; compliance and document requirements in the file.
Technical specs, certificates and OHS document requirements for equipment and service RFQs are collected via the vendor portal; framework-agreement consumption is tracked; in planned maintenance periods the delivery schedule aligns with the critical path.
- Equipment and spare-part RFQsCertificate and technical-compliance field; a quote with missing documents is not evaluated.
- Maintenance and contractor servicesOHS and qualification documents tracked with expiry on the portal; expired vendors are warned.
- Framework agreement and call-off ordersCall-off orders from a long-term agreement; consumption and price-escalation record.
- Planned outage supplyDelivery dates aligned with the maintenance calendar; early warning on delay risk.
Live in four steps, in-house
- 01
Discovery
Request types, amount thresholds, approval route and category tree are worked out together; the existing vendor list, framework agreements and ERP order flow are mapped.
- 02
Configuration
Roles and authority matrix, request forms, RFQ templates, scorecard criteria and price lists are defined; the vendor portal opens with your branding.
- 03
Data migration and integration
Vendor records, open orders and contracted prices are migrated; ERP (orders, stock, accounts), e-invoice and NexCLM connections are set up; vendors are invited to the portal.
- 04
Go-live and training
Live with a pilot category; the procurement team is trained on the matrix and scorecard, vendors on the portal; at the end of month one the spend dashboard and scorecard are reviewed with the first data.
Start with one module, grow on the shared platform
All 12 modules share the same user directory, authority matrix, workflow engine and audit trail; they run on-premise or in your own cloud.
Runs in-house
Request, quote and price data never leaves the company; the module runs on-premise or in your own cloud. The vendor portal shows each vendor only its own records.
Role-based access and segregation of duties
Requester, RFQ preparer, selector and approver are separate roles; mandatory approval by amount thresholds. Quotes stay sealed until the deadline, the opening is logged.
Audit trail and KVKK
Every quote, comparison, selection reason and approval in an immutable, timestamped record; exportable. Vendor personal data is kept by KVKK retention rules.
Shared platform
The 12 modules share the same user directory, authority matrix and workflow engine; data flows to Financial Workflows, NexCLM and Quality without double entry. Start with one module.
Works with finance, contracts and the RFQ agent
Financial WorkflowsA matched invoice enters the payment plan; budget, advance and expense approvals flow with the same authority matrix.
NexCLMFramework agreements arrive as price lists; the selected quote turns into a contract draft, end-date warnings come from here.
Procurement & RFQ AgentNormalizes quotes in different formats, prepares the comparison matrix and its summary; the choice stays with the procurement specialist.Common questions
Do vendors have to use the portal?
No. The portal is the preferred way, but a quote arriving by e-mail (PDF, Excel) also lands in the same RFQ file; the Procurement & RFQ Agent reads those quotes and adds them to the matrix. A vendor on the portal sees its own order and payment status, so adoption grows on its own over time.
Does it replace the order screen in the ERP?
No. Request, RFQ, comparison and approval happen here; the approved choice is created as an order in the ERP, stock and accounts stay in the ERP. Delivery-note and invoice matching works both ways; the boundary is clarified in discovery.
How does the AI compare quotes, does it decide?
The Procurement & RFQ Agent brings unit, currency, shipping and payment-term differences to a common basis, flags missing lines and its assumptions, and writes a short summary. Selection and reason stay with the procurement specialist; approval stays with people by the authority matrix.
Can we run e-tenders or sealed bids?
Quotes can be kept sealed until the deadline, the opening is logged in the audit trail; technical and commercial scoring fields are defined. It does not replace regulated public tenders; it is designed for corporate procurement processes.
How is the vendor scorecard calculated?
Lead time (promised vs. actual delivery), quality (incoming inspection rejects, returns), price (RFQ ranking and contract compliance) and response speed. Weights follow rules you set per category; every score shows which delivery it came from.
On-premise or cloud?
Both. The module is installed on-premise or in your own cloud; the vendor portal is published on a separate layer for external access and shows each vendor only its own records.
Do we have to buy it together with the other modules?
No. Procurement is installed on its own; the workflow engine needed for the approval route comes with the module. When Financial Workflows, NexCLM and Quality modules are added later, they connect with the same directory and authority matrix, no reinstallation.
Let's put your last RFQ into the matrix together
In a 30-minute demo we run one of your real requests (consumables, services, investment…) end to end: see the budget check, portal quotes, AI comparison and the order live.