--- title: "Procurement Project Template | Orangescrum" description: "A three stage purchase request workflow built to be extended with your own approval stages. See what the Procurement template sets up and how to shape it." canonical: https://www.orangescrum.com/project-templates/procurement --- # Procurement Project Template | Orangescrum > For the complete documentation index, see [llms.txt](https://www.orangescrum.com/llms.txt). [Home](/) / [Project templates](/project-templates) / Procurement 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. Available in[Cloud](/pricing "Cloud - included")[Self-Hosted](/self-hosted "Self-Hosted - included")Open Source [Start Free Trial →](/sign-up?utm_source=website&utm_medium=feature&utm_content=template_procurement)[Book a Demo](https://calendly.com/orangescrum) 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 →](/use-cases/vendor-procurement) Finance teams Approvals recorded against named people, and committed spend visible against the budget. [Learn more →](/budget-and-cost-management) Regulated organisations An approval trail an auditor can follow, on infrastructure you control if you need that. [Learn more →](/self-hosted) 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. 1. 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. 2. 2Create a project and choose ProcurementThe project opens on a board with Requested, In Review, and Approved in place. 3. 3Add the stages you are missingVendor Selection, Ordered, Received, and Closed. Approved is not the end of procurement. 4. 4Add the submission fieldsEstimated value, cost centre, category, and needed by date. Value and category are what decide the approval route. 5. 5Build the due diligence checklistReferences, insurance, terms, data processing agreement. Reusable, so every supplier gets the same check. 6. 6Give requesters accessUnlimited users on every plan means everyone who raises a request can watch it, which removes most of the chasing. 7. 7Set the budgetEnter budgets at the project or cost centre level so committed spend is tracked as approvals happen. 8. 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 hour](/custom-status-workflow)[Custom fieldsValue, cost centre, and category as real data](/custom-fields)[ChecklistsThe same due diligence on every supplier](/checklists)[Budget and cost managementCommitted spend against the budget](/budget-and-cost-management)[Vendor procurement use caseThe full workflow, step by step](/use-cases/vendor-procurement)[Document managementSupplier contracts on your own servers, in Self-Hosted](/document-management) 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. [Start Free Trial →](/sign-up?utm_source=website&utm_medium=feature&utm_content=template_procurement_cta)[Book a Demo](https://calendly.com/orangescrum) ## Other project templates [Recruitment templateAnother staged pipeline](/project-templates/recruitment)[Content Management templateA pipeline with an approval gate](/project-templates/content-management)[Task Tracking templateFor simpler request queues](/project-templates/task-tracking)[Bug Tracking templateA queue with triage stages](/project-templates/bug-tracking) [See all project templates →](/project-templates)