--- title: "Procurement software for NGOs | Relief One" description: "Procurement & Supply Chain. Purchase orders that match their invoices. Buying that follows your thresholds and checks the budget first." url: https://reliefapplications.org/relief-one/supply-chain/ lang: en --- # Procurement & Supply Chain: Buying that follows your thresholds and checks the budget first. Approvals happen in one tool and quotes in email, so nothing is matched three ways. Freight and duty bills turn up months later, long after the order was closed. And a late purchase quietly holds up a programme activity that no one had linked it to. [Relief One](https://reliefapplications.org/relief-one/), Operations & logistics ## How it works Purchase orders that match their invoices. 1. Request. A purchase request follows your thresholds (quotes, waiver, tender, board sign-off), and the budget is checked before anything is committed. 2. Choose. Quotes or a tender, scored by a committee on weighted criteria; the order is generated and emailed to the supplier. 3. Receive. Goods receipt (partial or full, condition report), stock and assets registered, invoice matched three ways. 4. Move. Consignments with their landed cost, stock by location, assets with their holder, travel cleared before it is booked. ## What it does. - **Threshold policy**: Quotes, waivers, tenders or board sign-off, decided by your thresholds. - **Budget gate**: A purchase waits until its budget line can cover it. - **Tenders and bid evaluation**: Clarifications shared with all bidders, conflict-of-interest declarations, scores. - **Catalogue like a shop**: Pictures, part numbers and last price paid; basket to order with the controls applied. - **Three-way match**: Order, receipt and invoice matched before payment. - **Supplier profile**: Spend, agreements, due diligence, performance, and bank-detail change control. - **Consignments and landed cost**: Freight and duty attached, so restricted-fund reports show the true cost. - **Travel cleared first**: Requests wait until passport, security training and vetting pass. - **Readiness for programmes**: Each late purchase shows which activities it holds up. ### The full list - **Threshold policy as a decision tree**: with a calculator. - **Budget gate**: Money cannot be committed that the budget does not have. - **Tenders and bid evaluation**: Invitations, clarification Q&A shared with all bidders, conflict-of-interest declarations, scores, awards. - **Item catalogue as a shop**: Pictures, your part numbers and the supplier’s, last price paid; basket → order, with the usual controls applied. - **Supplier profile**: Spend, framework agreement countdown, due diligence, performance score, a risk strip of reasons not to order. - **Bank-detail change control**: Call-back verification before a supplier’s bank details change (anti-fraud). - **Prepayments**: And expense claims: raised in the name of the person who paid, so no one is set up as a supplier to be repaid. - **Consignments and landed cost**: Booked → in transit → customs hold → delivered → costs pending → closed; freight and duty attached so restricted-fund reports show the true cost. - **Stock and assets**: Stock by location (below reorder, expiring soon), assets with tag, holder and status; a leaver triggers asset recovery. - **Travel**: Requests blocked until clearances (passport, security training, vetting) pass; bookings with itinerary and cost. - **Procurement readiness for programmes**: What each late purchase holds up, purchases on the critical path. - **Generated documents**: Purchase orders, goods receipt notes, remittances, audit packs. ## What makes the difference - Every document carries the reference of the one before. - A late purchase shows which activities it is holding up. - Freight and duty land on the right fund, even months later. ## With your AI agent One question can cross several modules. The AI flags a mismatch between order, receipt and invoice; the approver decides. - **A question**: “Which invoices are waiting on me, and do they match their orders?” - **Reads**: Procurement & Supply Chain, [Finance & Fund Accounting](https://reliefapplications.org/relief-one/finance/), [Grant Management & Donor Reporting](https://reliefapplications.org/relief-one/grant-management/) - **Comes back**: The queue, with order, receipt and invoice compared - [More use cases](https://reliefapplications.org/relief-one/ai-agent/) ## Connected to It shares its records with these modules. - [Finance & Fund Accounting](https://reliefapplications.org/relief-one/finance/): Does each project cover its costs? - [Programme Management](https://reliefapplications.org/relief-one/programmes/): Which activities can start, and what blocks them. - [HR & Payroll](https://reliefapplications.org/relief-one/hr/): Staff and consultants, managed together. - [Grant Management & Donor Reporting](https://reliefapplications.org/relief-one/grant-management/): What each grant still needs from you. ## Before you book a demo. ### How do you stop fraud on a supplier’s bank details? With a call-back. A change to a supplier’s bank details is verified by calling the supplier back first. The supplier profile also shows a risk strip of reasons not to order. ### Do all bidders see the answers to clarification questions? Yes. Clarification Q&A in a tender is shared with all bidders. Conflict-of-interest declarations are collected, bids are scored on weighted criteria, and the award is recorded. ### Can we start with Procurement & Supply Chain alone? Yes. Each organisation starts with the base, then picks its modules. You can start with one and add others later. ### Can we switch a module off later? You can, and its data is kept. A module switched off disappears from menus and search, and switching it back on restores it. ### Can you import from our spreadsheets and current tools? Yes: people, projects, budgets, policies, files (including a one-time import or a live two-way sync with Google Drive), and the content of your existing workbooks. Connectors to your other systems are built as part of the project. ## Next module - [Warehouse & Distribution](https://reliefapplications.org/relief-one/warehouse/): Show each donor where their goods went. ### Operations & logistics - [Warehouse & Distribution](https://reliefapplications.org/relief-one/warehouse/): Show each donor where their goods went. - [Fleet & Transport](https://reliefapplications.org/relief-one/fleet/): Field trips with a check-in at each waypoint. - [Emergency Response & Deployments](https://reliefapplications.org/relief-one/emergency-response/): Know who can deploy tonight. - [Add to your Relief One](https://reliefapplications.org/relief-one/build/) - [The base](https://reliefapplications.org/relief-one/platform/): The part every organisation gets. - [Relief One](https://reliefapplications.org/relief-one/) ## Book a demo of Relief One. Tell us how your organisation works and which modules you are looking at. We show you Relief One on the parts that matter to you.