Pentafox Digitizes End-to-End Procurement Workflows with the Procure360 Platform
See how Pentafox replaced fragmented email and spreadsheet procurement with a centralized platform that simplifies purchase requests, approvals, and process control.
Background & Story
Earlier, procurement activities such as purchase requests, approvals, and purchase order creation were managed through emails, Excel sheets, and manual follow-ups. Approval status was often unclear, vendor quotations were handled offline, and maintaining an audit trail for compliance was difficult and time-consuming. Procure360 was developed to digitize the complete procurement lifecycle. The platform manages everything from raising Purchase Requests (PRs) to approving Purchase Orders (POs) and collecting vendor quotations—bringing all procurement activities into a single, centralized, and controlled system.
Technology Stack
Mission
Provide a clear, structured, and standardized procurement workflow
Ensure proper approvals and transparent vendor comparison
Maintain a complete, traceable, and audit-ready procurement history
Goals
Streamline the creation, submission, and tracking of Purchase Requests
Enforce approval rules based on department, item category, and quantity
Simplify vendor quotation collection and comparison through secure digital links
Support audits and compliance through end-to-end activity tracking
Challenges
Approval processes dependent on emails and manual follow-ups
Complex approval logic across departments and item categories
Vendor quotations collected and compared offline
Lack of visibility and traceability for approval actions and timelines
Solution & Strategy
Procure360 introduced a centralized, rule-driven procurement management platform
Role-based workflows for Requesters, Approvers, PO Creators, Vendors, and Admins
Dynamic approval routing using item-level approval matrices
Digital PO uploads and vendor quotation submissions via secure links
Automatic audit logging of every action and status change
Central dashboards to track PR and PO progress in real time
Collaboration
The platform was developed in close collaboration with procurement teams, finance departments, department heads, and system administrators to ensure it reflected real organizational workflows. Existing processes were carefully analyzed and converted into structured digital flows, while continuous feedback helped refine approval hierarchies, vendor comparison views, and reporting features.
Impact & Results
Fully digitized Purchase Request and Purchase Order processes
Automated approval routing based on predefined business rules
Simple and transparent vendor quotation comparison
Reduced manual follow-ups and approval delays
Complete audit trail supporting compliance and governance
Clear, real-time visibility of PR and PO status across teams
Conclusion
Procure360 successfully transformed manual and fragmented procurement operations into a transparent, efficient, and audit-ready digital system. By automating approvals, centralizing vendor interactions, and maintaining complete traceability, the platform improved control, compliance, and efficiency across the procurement lifecycle.
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