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NGO procurement
From requisition to receipt, every step — approvals, quotations, committee decisions, deliveries — linked in one chain that assembles its own audit file.
If any of these ring true, you are exactly who this was built for.
The go-ahead came verbally; the signature came after delivery. Auditors read that as fabrication.
Three quotes on file, but two were never real competitors — and donors are getting better at spotting it.
Requisition in a cabinet, quotes in email, minutes on a shared drive, invoice in accounts.
Poor planning turns every activity into an urgent purchase that bypasses the policy.
Each capability links to a deeper feature tour.
Staff raise requests; approval chains enforce your policy thresholds automatically.
Send RFQs to suppliers simultaneously, compare responses side-by-side, record the award reason.
PO, delivery, and invoice must agree before payment — undelivered goods never get paid.
Delivery time, quality, and price stability tracked per vendor — award concentration visible at a glance.
Tie purchasing to activity calendars so requests are raised when activities are approved, not the week they happen.
Quotes, minutes, delivery notes, and invoices attached to the transaction they belong to — exceptions flagged.
Petty cash, three-quote, and committee levels configured to match your procurement manual.
One real purchase goes request → approval → RFQ → award → receipt in the system.
Open the finished procurement and see the complete chain — the file assembled itself.
The seven procurement problems behind most NGO audit findings — emergency purchases, quotation theatre, undocumented approvals — and the fixes that hold up in the field.
What NGO teams should look for in an ERP — donor fund segregation, procurement governance, asset registers, and Kenya-specific compliance — with a practical evaluation checklist.
A practical system for tracking restricted funds from grant agreement to donor report — fund segregation, budget lines, burn rates, and audit-ready advances.
Yes — approval chains are configured per threshold (e.g. program manager to KES 50,000, committee above KES 250,000) and enforced by the system, so the compliant path is the only path.
RFQs go to suppliers from a maintained database simultaneously, responses are timestamped, and comparisons are recorded with the award decision. Award concentration reports make repeat-winner patterns visible.
Field staff document reality with mobile capture: photos of goods, market price attestations, and GPS-stamped records that sync when back online — documentation donors accept.
Procurement lives alongside AWRA's finance modules, so committed and actual spend hit grant budgets automatically. Integrations are available if you keep an existing ledger.
Watch one of your real procurements run end-to-end in a governed chain.