๐๏ธ Quick Setup
The Quick Setup wizard walks a new tenant administrator through the minimum configuration needed before procurement work can begin. It is shown automatically the first time an administrator logs in, and can be re-opened at any time at /quick-setup.
๐๏ธ Purchase Requisitions
A Purchase Requisition is used to officially record the need to purchase goods or services in the ProcureSwift system. It represents the first step of the procurement process and is subject to approval based on predefined rules.
๐๏ธ Quotations (RFQ)
After a Purchase Requisition with the RFQ procurement method is approved, a Request for Quotation (RFQ) is automatically created in the Quotations section.
๐๏ธ Requests for Proposals (RFP)
An RFP (Request for Proposal) is used for more complex purchases where not only the price is evaluated, but also the proposed solution, scope of services, delivery terms, and the supplierโs added value. The RFP process in ProcureSwift works very similarly to RFQ.
๐๏ธ Purchase Orders
Open the list of Purchase Orders
๐๏ธ Delivery Notes
Delivery Notes are used to confirm that goods or services from a Purchase Order have been delivered and received.
๐๏ธ Service Acceptance
Service Acceptance is the sign-off step used for services and other non-goods deliverables (typically from a services-only RFP). It is the equivalent of a delivery note for work that cannot be physically received, and it confirms that the supplier has delivered what was contractually agreed before any invoice is paid.
๐๏ธ Invoicing
How to upload and process an invoice
๐๏ธ Three-Way Match
Three-Way Match is used to compare three documents:
๐๏ธ Procurement Overview
The Procurement Overview is a consolidated dashboard that lets the user follow every procurement process from the originating purchase requisition all the way through to invoicing. It groups together the linked Purchase Requisition (PR), Request for Quotation (RFQ) or Request for Proposal (RFP), Purchase Orders (PO), Delivery Notes (DN), Service Acceptances and Invoices on a single screen.
๐๏ธ Adding a New Supplier
The Suppliers section is used to manage suppliers the organization collaborates with. An administrator or an authorized user can invite suppliers to the system so they can submit invoices and communicate through the ProcureSwift platform.
๐๏ธ View Suppliers List
All suppliers that have been added to or invited into the system are clearly displayed in Suppliers โ View suppliers list.
๐๏ธ Supplier Tags and Categories
ProcureSwift lets you organize suppliers with colour-coded tags and hierarchical categories, so they are easier to find, filter, and report on across the application.
๐๏ธ Projects
The Projects section is used to manage projects within the organization. Projects represent specific initiatives, activities, or investments to which budgets, locations, and procurement requests can be assigned.
๐๏ธ Project Health Card
The Project Health Card feature is used to evaluate the overall health and status of a project. It provides a structured overview of key project areas, including: resourcing, budget, issues, benefits, schedule, risks
๐๏ธ Locations
The Locations section is used to manage individual organizational locations, such as branches, offices, or other organizational units. Locations are used when working with projects, budgets, and procurement processes.
๐๏ธ Reminders
This section is used to configure and manage invoicing reminders for suppliers. It allows you to define when and under what conditions suppliers should issue and submit invoices.
๐๏ธ Platform Users
This section is used to manage platform users.
๐๏ธ Approval of New Users (Admin)
Every new user registration must be approved by an administrator.
๐๏ธ Assigning a Role to a User
For a user to work fully in the system, an administrator must assign them a role.
๐๏ธ Tenant Settings
The Tenant settings section allows administrators to manage settings that apply across the whole organization โ from user registration rules through security to integrations. The settings are split into several collapsible sections; after editing any of them, save your changes with the Save Changes button at the bottom of the page.
๐๏ธ Catalog Items
Catalog Item Management
๐๏ธ Evaluation
For procurement methods RFP (Request for Proposal) and RFQ (Request for Quotation), an Evaluation Team must be assigned to review and evaluate the supplier quotations.
๐๏ธ Procurement Specialist
Procurement Specialist is a user responsible for processing purchase requisitions.
๐๏ธ Specialist Assignment & Review
The Procurement Specialist workflow has two halves: configuring the rules that decide who gets which purchase requisition, and the Specialist Review dashboard where the assigned specialist actually processes incoming requisitions.
๐๏ธ WBS Elements
WBS Elements (Work Breakdown Structure)ย are used to divide a project into smaller, manageable parts.
๐๏ธ Statistics
ProcureSwift ships with six built-in analytics dashboards that turn the procurement data (purchase orders, invoices, deliveries, evaluations) into actionable insights. Each dashboard is a standalone page with its own filters and a one-click Export PDF action that produces a printable report.
๐๏ธ API Keys
ProcureSwift exposes a REST API that lets third-party systems read and write procurement data programmatically. Access is controlled by API keys โ long-lived secrets tied to a tenant, scoped to specific resources, and rate-limited per minute. Every call made with an API key is recorded in the API Audit Logs so administrators can see exactly what was done by which key.
๐๏ธ Webhooks
Webhooks let an external system receive real-time notifications when something happens in ProcureSwift โ for example, when a purchase order is created, when an invoice status changes, or when a quotation is received. Instead of polling the API, the external system registers a URL and ProcureSwift posts a JSON payload to that URL each time a subscribed event occurs.