Procurement — Polier Help

In this guide

Enable procurement
Create a requisition
Send an RFQ
Raise a purchase order
Track delivery and confirm receipt (GRN)

1. Enable procurement

Procurement is available to the Project Admin and Project Editor roles. It is enabled by default on all projects — no setup required.

If you don't see Procurement in the sidebar, check your project role under Project Settings → Team. Contact your Project Admin if you need access upgraded.

2. Create a requisition

Click Procurement → Requisitions → New Requisition.

Fill in the requisition details:

Title — a clear description of what you need (e.g. "Structural steel for Level 3")
Items — list each material or item with quantity and unit of measure
Required by date — when you need the materials on site
Notes — any specific requirements, product codes, or supplier preferences

Submit the requisition for approval. The Project Admin or their delegated approver receives a notification and can approve or reject with a comment.

Tip: Project Editors and Site Managers can create requisitions, but approval is controlled by the Project Admin. This keeps the request process open to the team while preventing unauthorised orders from being placed.

3. Send an RFQ

Once a requisition is approved, you can generate an RFQ (Request for Quotation) from it.

Click the approved requisition and select Create RFQ. Add vendors from your vendor list, or add a new vendor contact directly. Send the RFQ to multiple vendors simultaneously — each receives an email with the details.

As vendors respond, enter their quotes in the Quotes tab on the RFQ. When all expected quotes are in, click Compare Quotes to see them side by side on the same screen. Select the winning vendor and click Award.

4. Raise a purchase order

After awarding an RFQ, Polier automatically generates a draft purchase order (PO) populated with the winning quote details.

Review the draft PO and click Submit for Approval. The designated approver receives a notification. They can approve the PO or reject it with comments explaining what needs to change.

Once approved, the PO is assigned a number and marked as Issued. The vendor receives a PDF copy via email automatically.

Tip: Set an approval threshold in Procurement Settings — for example, POs below €500 can be self-approved by an Editor, while anything above requires Project Admin sign-off. This avoids unnecessary approval bottlenecks on small orders while maintaining control on larger ones.

5. Track delivery and confirm receipt (GRN)

Each issued PO shows an Expected delivery date. A reminder appears in your Procurement dashboard when a delivery is coming up or becomes overdue.

When materials arrive on site, the site team creates a GRN (Goods Received Note):

Open the relevant PO
Click Record Delivery
Enter what was actually received — quantities, condition, and any short delivery notes
Click Save

The GRN is linked permanently to the PO and creates a documented delivery record. If there is ever a dispute with the vendor about what was delivered — quantities, condition, or timing — the GRN is your timestamped evidence.