Project template
Procurement Template: Three Stages, Then Yours
Requested, In Review, Approved. It is a deliberately small starting point, because approval thresholds are the one thing no template can guess. Add your stages once, and every request after that is visible.
Runs on Cloud and Self-Hosted · Not an ERP, and this page is clear about the boundary
What the Procurement template sets up
Choosing Procurement starts the project on a board with the Procurement Workflow, which is three statuses: Requested, In Review, and Approved. Each purchase request is a card. Work is grouped into task groups, which most teams use as cost centres or as categories. Three stages is intentionally minimal, because approval routing is specific to every organisation and any default would be wrong for you. The template gives you a queue with a front door and an approval gate, and the stages you add are the ones that match your own thresholds.
The board
Three stages, as a foundation
The exact statuses the template creates. Most teams end up with six or seven, and the extra ones are listed below.
01
Requested
Raised by whoever needs it. The single front door for every purchase request, whatever its size.
02
In Review
Being assessed. Is it justified, is there budget, and does it need legal or a competitive quote.
03
Approved
Signed off by whoever has the authority at that value. Cleared to be ordered.
Approved is where the shipped workflow ends, which is not where procurement ends. Add Vendor Selection, Ordered, Received, and Closed so a request is only finished when the goods have arrived and the invoice matches.
On day one
What you get on day one
A queue with a front door. The value comes from the stages you add in the first hour.
A board as the landing page
The question people ask is where is my request, and a board answers it without anybody replying to an email.
Three request stages
Requested, In Review, Approved. Enough to have a queue and a gate on the first day.
Task groups
Group by cost centre, by category, or by requesting department, and view the board either way.
Owners at every stage
Whoever the request is currently sitting with, which is what turns where is my request into a one glance answer.
Attachments on the request
Quotes, specifications, and comparison notes on the card, so the decision is explainable six months later.
Room for your approval routing
Value thresholds and who approves what are yours to define. The template does not guess, because any guess would be wrong.
Who it is for
Who picks this one
Purchasing and operations teams
A request queue with a visible owner at every stage, replacing an inbox nobody else can see.
Learn more →Finance teams
Approvals recorded against named people, and committed spend visible against the budget.
Learn more →Regulated organisations
An approval trail an auditor can follow, on infrastructure you control if you need that.
Learn more →First hour setup
The stages and fields to add straight away
This is the one template worth configuring before the first request, because approval routing is the whole point.
Stages to addUsually 4 more
- Vendor Selection, between In Review and Approved
- Ordered, so the queue shows what has been placed
- Received, confirmed by whoever takes delivery
- Closed, once the invoice matches what was approved
Fields to addCustom fields
- Estimated value, which decides the approval path
- Cost centre, so spend rolls up to the right budget
- Category: software, hardware, services, travel
- Needed by date, which is different from the raised date
Rules to write downOne wiki page
- Approval thresholds by value, and who approves each band
- When legal or compliance review is required
- How many quotes are needed above each threshold
- The supplier due diligence checklist everyone must complete
Once your queue is configured, save the project as your own template. Your version carries the task groups, tasks, labels, task types, and workflow automation rules into every future procurement project.
The problem
What this template fixes
Requests arrive by email
✓ One queue with a front door, and a status on every request.
Nobody knows who is holding it up
✓ An owner and a stage on every card, visible to the requester.
Approvals are verbal
✓ Approval is a status change by a named person, recorded automatically.
How to start
Start a project from this template
About an hour, and most of it is agreeing the thresholds rather than using the tool.
- 1Agree the approval thresholds firstValue bands, who approves each, and when legal is required. This is the actual work, and the tool part takes minutes.
- 2Create a project and choose ProcurementThe project opens on a board with Requested, In Review, and Approved in place.
- 3Add the stages you are missingVendor Selection, Ordered, Received, and Closed. Approved is not the end of procurement.
- 4Add the submission fieldsEstimated value, cost centre, category, and needed by date. Value and category are what decide the approval route.
- 5Build the due diligence checklistReferences, insurance, terms, data processing agreement. Reusable, so every supplier gets the same check.
- 6Give requesters accessUnlimited users on every plan means everyone who raises a request can watch it, which removes most of the chasing.
- 7Set the budgetEnter budgets at the project or cost centre level so committed spend is tracked as approvals happen.
- 8Review where the queue stallsMonthly. It is nearly always either approval sitting with a busy person, or waiting on a vendor to reply, and those need different fixes.
Pairs with
The features this template leans on
Document management and the visual workflow designer are Self-Hosted. The rest is in both Cloud and Self-Hosted.
Custom status workflowThe stages you add in the first hourCustom fieldsValue, cost centre, and category as real dataChecklistsThe same due diligence on every supplierBudget and cost managementCommitted spend against the budgetVendor procurement use caseThe full workflow, step by stepDocument managementSupplier contracts on your own servers, in Self-Hosted
Frequently asked questions
Procurement template FAQ
What statuses does the Procurement template create?
Three: Requested, In Review, and Approved. It is a deliberately small starting point, because approval routing is specific to each organisation and a default would be wrong for most of them.
Why only three stages?
Because the stages that matter in procurement are your approval thresholds, and no template can guess those. The three you get give you a front door and a gate. Most teams add Vendor Selection, Ordered, Received, and Closed within the first hour.
Is Orangescrum a procurement or ERP system?
No. It does not generate purchase orders, hold a supplier catalogue, do three way matching, or provide e-signature, and there is no ERP integration. What it does well is the request itself: a visible queue, named approval stages, the vendor comparison attached, and a record of who approved what.
How do we make approvals auditable?
Make approval a status change performed by the person with the authority. The action is recorded against their name with a timestamp, which is a better audit trail than a forwarded email and takes less effort to produce.
Should the request close at Approved?
No. Add Ordered, Received, and Closed. A request that stops at Approved means nobody has confirmed the goods arrived or that the invoice matched what was authorised.
Can requesters see their own requests?
Yes. Roles control access, and unlimited users on every plan means there is no cost reason to leave requesters out of the project.
Where should supplier contracts be stored?
Attach them to the request so they sit with the decision. Organisations that cannot let supplier documents leave their network can run the self-hosted edition, which includes a document management module.
Can we track spend against a budget?
Yes. Budget and cost management tracks committed and actual spend against a project or cost centre as approvals happen, rather than at quarter end when nothing can be done about it.
Give procurement a queue people can see
Three stages to start, your approval routing added in the first hour.