Procurement process flowchart

Procurement process flowchart

A worked example to adapt. Rename steps, add branches and owners to match how your team actually works.

flowchart TD
  s(["Business need identified"])
  req["Purchase requisition"]
  d1{"Existing contract covers it?"}
  rfq["Request quotes or proposals"]
  eval["Evaluate vendors"]
  neg["Negotiate terms"]
  ctr["Sign contract"]
  po["Issue purchase order"]
  rec["Receive and inspect"]
  inv["Match invoice and pay"]
  e(["Review vendor performance"])
  s --> req
  req --> d1
  d1 -->|Yes| po
  d1 -->|No| rfq
  rfq --> eval
  eval --> neg
  neg --> ctr
  ctr --> po
  po --> rec
  rec --> inv
  inv --> e

About this procurement process flowchart

Procurement covers the full cycle of buying: deciding what's needed, choosing a vendor, contracting, ordering, receiving and paying. The key branch is whether an existing contract already covers the need; if not, the purchase goes through competitive sourcing.

For the approval step on individual purchases, see the purchase order approval flowchart.

Step by step

1. Need and requisition. Document what's needed, quantity, budget and timing.
2. Contract check. Use existing contracts when they apply.
3. Source. Request quotes or proposals and evaluate vendors on agreed criteria.
4. Contract and order. Negotiate, sign and issue the purchase order.
5. Receive and pay. Inspect deliveries, match the invoice and pay; review the vendor afterward.

How to make it in flow-chart.io

1. Start from the example. Edit the text in the generator box above so it names your own sourcing thresholds and roles, then press Generate. The free preview needs no sign-up.
2. Add the branches. Add the decision points that matter for you, for example single-source justification? or security review for software vendors. Each decision becomes a diamond with labeled outcomes.
3. Assign owners. Save the diagram to the editor (free account) and rename steps to show who does what: requester, procurement, legal and finance.
4. Share or export. Share a read-only view link: people with the link can view the diagram but not edit it. Downloads as PNG, SVG or PDF are part of Flow Pro (see pricing).

Tips

• Set the sourcing threshold explicitly on the diagram.
• Score vendors against criteria agreed before quotes arrive.
• Close the loop with a vendor performance review.

Frequently asked questions

What is the difference between procurement and purchasing?

Purchasing is the ordering and paying part; procurement includes everything before it, such as sourcing, evaluation and contracting.

What is an RFQ?

A request for quotation: asking several vendors to price a defined need.

Can I generate my own procurement flow?

Yes. Edit the steps in the generator box and press Generate.

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