Procurement & Tenders — procurement and tender management software for the Gulf
For companies and public bodies that buy at scale. Staff raise purchase requests that are approved against the budget; buyers turn them into quotations and tenders; suppliers register and bid through their own portal; sealed bids open together with a quorum; a committee scores them; the award becomes purchase orders in Inventory. It replaces spreadsheets, e-mail threads and paper envelopes with one record that shows who did what and when.
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78 features in 10 areas · works with 9 other modules · 4 team workflows
Full feature list
Purchase requests
Ask for what you need and get it approved before anyone sources it.
- Raise a request in one form — Describe what you need, add the lines with quantity and estimated price, set the date you need it by and the department or project. The number, currency and totals are filled for you.For: Requester, Buyer
- Budget checked before approval — When the request is submitted the system compares it with the budget of the account, department or project, counting what is already spent and committed. Committed means open request lines, awards approved but not yet ordered and purchase order lines not yet billed, on the line's account and net of VAT, each amount once. A purchase order keeps counting until Accounting's budget refresh shows its bill in the actual, so the money is never missing and never counted twice. In warn mode the approver sees the overrun; in block mode the request cannot be submitted.For: Requester, Procurement manager, Finance controller
- Approval through the approval matrix — A submitted request opens an approval in Accounting that follows your approval matrix. Without Accounting, a request at or under a threshold you set approves itself and larger ones wait for a procurement manager.For: Requester, Procurement manager, Finance controller
- Nobody approves their own request — The person who raised a request cannot be the one who approves it. The rule is on by default and can be turned off in settings.For: Procurement manager, Tenant admin
- Revise, resubmit or cancel — A rejected request goes back to its requester with the reason; they revise it and send it again. A reason is required to cancel.For: Requester, Buyer
- Queues for each person — Quick filters show My drafts, Requested by me, For me to approve and Approved, to source, so a requester and an approver each open straight onto their own work. A requester sees only their own requests; the buyer sees them all.For: Requester, Buyer, Procurement manager
Quotations and tenders
Turn approved requests into a quotation request or a tender and run it fairly.
- Create a quotation from approved requests — Pick approved request lines and create a quotation request or a tender with the lines already copied. The request shows that it is being sourced.For: Buyer
- Four ways to invite — Direct invitation, limited invitation, open to every qualified supplier, or under a framework agreement. Each method has its own minimum number of bidders, which you set.For: Buyer, Procurement manager
- Scoring criteria from a template — Criteria start from a template for the country, with technical and price weights that add to 100, a minimum technical score, and pass-or-fail, 0 to 10, lowest-price or local-content methods. They freeze when the quotation is published.For: Buyer
- Invite only suppliers who may be invited — Only qualified or conditionally qualified suppliers appear in the invitation list. A supplier who is suspended, blacklisted or still an applicant cannot be invited.For: Buyer
- A private link for each invitee — Every invited supplier gets an e-mail with a private link to the quotation. The invitee list shows who has been sent it, who has opened it and who has declined.For: Buyer, Supplier
- Addenda and answered questions — Publish an addendum that changes the scope or moves the closing time; every invitee is told and must confirm that they read it. Suppliers' questions are answered once and shared with every bidder without saying who asked.For: Buyer, Supplier
- Committee with conflict declarations — Name the openers, evaluators and the chair from the company's list of people with a sign-in. Each member declares any personal or financial interest in an invited supplier, and a member with a conflict cannot open or score.For: Buyer, Tender committee member, Tender chair
- Closes by itself at the deadline — At the closing time the quotation closes on its own. A closed quotation that drew too few bids can be reopened with a new deadline or marked as failed with a reason.For: Buyer
- Bilingual scope and numbering — Titles and scope can be written in English and Arabic. Quotations, tenders, requests, awards, agreements and call-offs are numbered from patterns you control, such as RFQ-2026-00001.For: Buyer, Tenant admin
- Commercial terms asked of every bidder — Ask for an Incoterms 2020 delivery term and its place, payment terms picked from Accounting's list, the date the goods are wanted and a least warranty, on the request and on each line. They freeze when the quotation is published, and suppliers see them on the portal.For: Buyer
- A draft tender from a construction package — When a construction manager sends a work package to tender, a draft tender appears in your list by itself: purpose subcontract, one line per package line with the manager's budget rate as your estimate, the package as its source. Nothing is published or sent; you pick the suppliers and publish. If the manager takes the tender back before bids close, it is withdrawn with the reason. After the award, Construction drafts the subcontract with each line's package line and bill item.For: Buyer, Construction manager
Sealed bids and the opening
Bids stay unreadable until the committee opens them together, with a record that shows nothing was changed.
- Bids are encrypted when they are sent — Every bid is sealed with a key that exists only for that quotation. Nobody, including the buyer and the administrators, can read an amount before the opening.For: Supplier, Buyer
- A receipt that proves what was sealed — The supplier gets a receipt number, a SHA-256 fingerprint of the sealed bid. Kept safe, it proves exactly what was sent and when.For: Supplier
- Paper bids keyed in and sealed — A bid that arrives on paper is typed in with its real arrival time, which cannot be in the future or after the deadline, and is sealed at once like any other.For: Buyer
- Late bids refused by the server clock — A bid sent after the deadline is refused using the server's clock, not the supplier's, and withdrawing or replacing is also closed after the deadline.For: Supplier
- Opening needs a quorum and a second code — Bids open only after the opening time and when enough committee members have confirmed, each with a fresh code from their authenticator app. The buyer who runs the tender never holds the right to open.For: Tender committee member, Tender chair
- Minutes with a chain of receipts — The opening produces printable minutes: who opened, who confirmed and when, every bid with its receipt, and a chain code that would change if any bid were altered or left out. Late bids refused are listed.For: Tender chair, Procurement manager
- Two-envelope tenders — A technical envelope opens and is scored first; the price envelope opens only for the bids that pass, so prices never influence the technical marks.For: Buyer, Tender committee member
- Sealing can be switched off — A workspace that does not need the time-lock, quorum and second code for simple quotations can switch them off; bids are still encrypted until opened.For: Tenant admin
- Exchange rates for foreign bids — A bid in another currency is compared at a rate on or before the opening date, no older than the age limit you set. If none is on file the opener types the rate and it is kept with the opening.For: Tender committee member, Procurement manager
Evaluation and awards
Score the bids, rank them, award the best and raise the purchase orders.
- Scoring matrix for every evaluator — Each evaluator scores each bid against each criterion on one grid. Evaluators see only their own marks until the chair finalises the stage.For: Tender committee member, Tender chair
- Price score computed for you — The lowest evaluated price scores 100 and the others in proportion. Technical and price are combined with the weights of the quotation into one total.For: Tender chair, Buyer
- Local-content advantage — Where a local-content scheme applies, bids carrying local content are compared at a reduced evaluated price, within a cap you set. The price actually paid never changes.For: Tender chair, Tenant admin
- In-Country Value (ICV) certificates — A UAE supplier's ICV certificate is kept on its record with the certified score, the certifying body and its expiry, verified by a buyer and announced before it expires. A quotation can weigh ICV as a criterion — a ready template counts price 75 % and ICV 25 % — and a supplier whose certificate has expired or is not verified scores 0, with the reason shown beside the ranking. A Saudi workspace gets the LCGPA local-content certificate instead.For: Buyer, Tender chair, Tenant admin
- Flags that need a look — The ranking flags abnormally low prices, identical totals and evaluators who disagree by five points or more, so the committee asks before it awards.For: Tender chair, Procurement manager
- Finalise a stage and lock the ranking — The chair finalises a stage only when every evaluator has finished. Marks are then locked and the ranking is fixed and kept as a record.For: Tender chair
- Award the best, or split the order — The best-ranked offer is ticked for every line. Change a line to another supplier to split the award; the system checks quantities, currency and that each supplier is allowed to be awarded.For: Buyer
- Say why you departed from the ranking — If the award is not the top-ranked offer a written recommendation is required, and the approver reads it next to the ranking.For: Buyer, Procurement manager, Finance controller
- Award approval and budget check — The award is sent for approval through Accounting's approval matrix, with a budget check. The person who prepared it cannot approve it.For: Buyer, Finance controller, Procurement manager
- Purchase orders raised for you — An approved award asks Inventory for one purchase order per supplier. That order's due date is set that many days after it is requested, using the longest lead time bid for its lines (or the longest delivery time the bids promised); without either it has no due date. Its number comes back onto the award line. Without Inventory the award stops at approved and you print a purchase order document.For: Buyer, Inventory manager
- Every bidder hears the result — Each bidder is e-mailed their own result: awarded, part awarded, or thanked. The award, with its purchase order number, also appears in the supplier portal.For: Supplier, Buyer
- Deviations flagged beside the price — After the opening the comparison puts what each bid offered next to what was asked and flags a different Incoterm, place or payment terms, a late arrival, less warranty or a shorter validity. A deviation never removes a bid; the award shows the terms it accepted and the purchase order carries them, with the date wanted as its expected date.For: Tender committee member, Tender chair
Supplier vetting
Know who may be invited and awarded, and keep their papers current.
- A supplier is a vendor record — A supplier is linked to a vendor in the shared register of customers and suppliers, so a purchase order, a bill and a quotation point to the same company.For: Buyer, Procurement manager
- A clear vetting path — An applicant moves into review, then is qualified, qualified with conditions or rejected. A qualified supplier can be re-vetted, suspended or blacklisted, and a rejected one may apply again.For: Buyer, Procurement manager
- Required documents block qualification — Document kinds say at which step they are needed: to apply, to be qualified, to bid or to be awarded. A supplier cannot be qualified while a required document is missing.For: Procurement manager, Tenant admin
- Document expiry reminders — The supplier and the buyer are told when a licence or insurance certificate is about to expire, at the days you choose, and the hub counts the documents expiring soon.For: Buyer, Supplier
- Suspend and blacklist with a reason — A suspended or blacklisted supplier cannot be invited or awarded, and the other modules are told, so a purchase order or a bill for them is flagged there too. Lifting a blacklist puts them back under review, never straight to qualified.For: Procurement manager
- Periodic re-vetting — A review date is kept for each supplier, by default every twelve months, and a quick filter lists those due.For: Buyer, Procurement manager
- Performance from real receipts — Each goods receipt in Inventory adds a performance record for each vetted supplier, on time or late against the order's due date when it has one, so the next award is made with history in front of you.For: Buyer, Procurement manager
- Review applications — Applications from the public form wait in a queue. Approve one by linking it to a vendor already on file or creating a new vendor, reject it, or close it as a duplicate that points at the real supplier.For: Buyer, Procurement manager
- AI hint for duplicate applications — When switched on and an AI provider is set up, an application that looks like an existing company is flagged for you. It is advisory; you decide.For: Buyer
- Supplier on-time judged on the arrival day — A receipt entered late is judged on the day the goods actually arrived (the Arrived on date on Receive goods), so a delivery on time is not marked late because it was typed the next day.For: Buyer, Procurement manager
- Fill rate per receipt — A receipt is judged against the order lines it carries, partial receipts read received over ordered for each, and the order's running total is shown beside them.For: Buyer, Procurement manager
- Questionnaires that qualify a supplier — A manager builds a questionnaire per supplier category, with yes/no, pick-one, figure and free-text questions, a weight for each and a pass mark. The supplier answers it in the portal and is scored on the spot. A failed mandatory answer keeps the supplier under review with the reason on its record, and Qualify says exactly which question fell short. A passed questionnaire is valid for the vetting review period and then shows as due again.For: Procurement manager, Buyer, Supplier
The supplier portal
Suppliers register, sign in with a code and bid from their own page, in English or Arabic.
- Sign in with a one-time code — A supplier enters the e-mail you registered for them and receives a six-digit code that works for a few minutes. There is no password to remember or leak, and a code is burnt after a few wrong tries.For: Supplier
- Register your company online — A public form collects the company name in two languages, registration and VAT numbers, categories, a contact and the documents you require. Nothing is created until a buyer approves. It is off by default.For: Supplier, Buyer
- Invite a supplier to apply — Send a supplier a private link to a short application form with their details filled in. It works even when the public form is off.For: Buyer, Supplier
- Read the quotation and ask questions — The supplier sees the scope, the lines, the bonds, the closing time and every addendum, confirms they read them, asks questions and reads the shared answers. They can tell the buyer they will not bid.For: Supplier
- Send, replace or withdraw a bid — Price each line with VAT, lead time and an optional alternative, attach datasheets and bonds, review a summary and send. Until the closing time the bid can be replaced, keeping the earlier version, or withdrawn.For: Supplier
- Keep your documents current — The supplier uploads licences and certificates with their expiry dates, sees how many days each has left and which documents the buyer still needs before they can bid.For: Supplier
- Safe file uploads — Files go straight to your storage, up to 25 MB, in PDF, image, Word or Excel form only. The size is checked against the real file, never what the browser says.For: Supplier, Tenant admin
- Arabic, right to left, with Hijri dates — The whole portal reads in Arabic right to left, and dates can be shown in the Hijri calendar.For: Supplier
- Closed doors look like nothing — An expired link, an unknown company, a company without the module and a portal switched off all answer with the same page, so nothing leaks about who your suppliers are.For: Tenant admin, Supplier
- Offer your own terms in the bid — On the priced envelope a supplier answers the delivery term, place, payment terms and warranty beside the prices, with the buyer's ask shown under each box. Leave one empty to accept it as asked. The answers are sealed with the bid.For: Supplier
Frameworks, call-offs and tenders we bid on
Buy at agreed prices without a new tender each time, and track the tenders you bid on elsewhere.
- Framework agreements with a ceiling — Agree prices and maximum quantities with a supplier for a period, up to a ceiling in net value. The hub tells you when an agreement is 80 percent used or about to expire.For: Procurement manager
- Call off within the limits — A buyer places a call-off against an agreement; the system checks the dates, the agreed lines, each line's maximum quantity and the ceiling exactly. A cancelled call-off gives its amount back.For: Buyer
- Call-offs become purchase orders — A confirmed call-off asks Inventory for the purchase order and receives the order number back.For: Buyer, Inventory manager
- Track the tenders you bid on — Record tenders published by others (Etimad, Tejari, the UAE Ministry of Finance, Abu Dhabi and more) with reference, link, value and closing date, and move them from watching to preparing, submitted, won or lost.For: Bid manager, Procurement manager
- Terms agreed once, ordered on every time — A framework agreement holds the Incoterm, delivery place, payment terms and warranty agreed with the supplier — typed in, or taken from the awarded bid when the agreement is made from an award. Every call-off's purchase order carries them, with the call-off's own wanted date, so Inventory's order reads the same as the agreement.For: Procurement manager, Buyer
Guarantees from suppliers
Keep every bank guarantee in one register: who gave it, how much, until when, and who may give it back.
- A register of bid, performance, advance-payment and retention guarantees — Record the bank, the bank's own guarantee number, the amount, the issue and expiry dates and what it is for. The same bank number cannot be recorded twice, and the register shows what is held, what lapses in 30 days and what waits to be released.For: Buyer, Procurement manager, Bid manager
- Extend, release or claim, with the right people — Record an extension with a later date, ask for a guarantee to be released, or record a claim on the bank with the reason. The person who asks for a release cannot release it: a second person with the release right does.For: Buyer, Procurement manager, Finance controller
- An award waits for its performance bond — When the quotation asks for a performance bond and the company has switched the rule on, the award does not ask for its purchase order until each awarded supplier has a held bond worth at least that share. The award's Guarantees tab shows what is held; recording the bond sends the order on by itself.For: Buyer, Procurement manager
- A warning before a guarantee lapses — Each guarantee has an owner who is told once, a number of days before it lapses (30 by default, a setting), and once more if it lapses while still held.For: Buyer, Procurement manager
Settings, access and control
Everything a business wants to change is a setting, and every action is recorded.
- Limits as settings, not code — Budget mode, approval threshold, minimum bidders for each method, opening quorum, bid and performance bond percentages, the abnormally low threshold, exchange-rate age, reminder days and the portal code lifetime are all settings.For: Tenant admin, Procurement manager
- Feature switches — Switch sealed bids, two-envelope tenders, the supplier portal, self-registration, framework agreements, external tenders, the guarantees register, local-content scoring and the two AI helpers on or off from Settings.For: Tenant admin
- Roles that keep duties apart — Five roles come ready: requester, procurement manager, tender committee, tender chair and bid manager, alongside the buyer and finance controller. The buyer never opens bids, the manager never scores, and whoever approves an award never sits on the committee.For: Tenant admin, Procurement manager
- History on every record — Every request, quotation, award, supplier, agreement and tender shows who changed what and when, and every personal-data action is written to the audit log.For: Procurement manager, Finance controller
- A hub that shows what is waiting — The first page counts requests waiting for you, bids to open, quotations closing this week, evaluations to finish, awards to approve, applications, expiring documents and agreements nearly used up; each tile opens the list.For: Buyer, Procurement manager
- Spend and cycle-time reports — See what the company committed to suppliers by supplier, category, branch and month in your base currency, with the exchange rate and date behind every conversion, the saving against the approved estimates, and how many days a purchase takes from request to order.For: Buyer, Procurement manager
- Ask the AI copilot to do it — Every action in the module is also available to the AI copilot, the developer API and external AI tools, under the same permissions as the person asking.For: Buyer, Procurement manager
- Arabic and English throughout — The staff screens, the supplier portal and the e-mails to suppliers are written in English and Arabic.For: Buyer, Supplier
Learn it in the app
A guided tour inside Procurement teaches the work by having you do it.
- Hands-on guided tour — 5 short chapters (Ask for what you need; Get quotes and bids; Award and order; Keep suppliers in order; See what you spend) that start by themselves the first time you open Procurement. Each step waits for you to really do it, such as opening a list or saving a first record, and any chapter can be paused, resumed or replayed from the last row of the Procurement menu or from Tours in the account menu.For: Requester, Buyer, Procurement manager, Finance controller, Tenant admin, Supplier
Works with other modules
Requests and awards are approved where finance approvesA submitted request or award opens an approval in Accounting that follows your matrix; the decision returns to Procurement. Accounting also sends its budgets, tax rates, exchange rates and payment terms, so the budget check, VAT and foreign-currency comparison use your real figures and a quotation can ask for payment terms from your own list.Awards become purchase orders and receipts rate the supplierAn approved award or call-off asks Inventory for one purchase order per supplier, and the order number returns to the award line. Goods receipts return to Procurement as supplier performance, and the awarded prices can be written back to the item's supplier prices. Each order line carries the budget account of its request line, so the order counts as committed against that budget until the supplier's bill is posted in Accounting.Invitations, addenda, results and reminders are sent for youProcurement sends an invitation, an addendum notice, a result, a document-expiry reminder and a sign-in code to suppliers, and notices to your own team, in English and Arabic, through the Notifications settings you already have.A supplier is a vendor in the shared registerA supplier is linked to a vendor record in Parties; approving an application links it to an existing vendor or creates one there. Procurement keeps a read-only copy of names and contacts, so a company is never typed twice.Awards and framework agreements are signed through ContractsProcurement asks Contracts to collect the signatures for an approved award letter or framework agreement and is told when the request is completed, declined, expired or withdrawn. The signed document is also filed in the contract register.Unopened sealed bids hold back a move to your own serverWhile a tender holds sealed bids that are not opened yet, the move page names them and no move code can be made, because those bids can only be opened with Tarleaks Cloud's key.
Done by more than one person
From a request to a purchase orderOpening sealed bids togetherA supplier answers an invitationA new supplier is vetted and qualified
What each role gets
- Requester — Any employee who needs something bought. Raises a purchase request with its lines, submits it and follows its approval; sees only their own requests. Can revise a rejected request and cancel one that is not needed.
- Buyer — Runs the sourcing desk. Turns approved requests into quotations and tenders, invites suppliers, answers their questions, publishes addenda, keys in paper bids, prepares and submits awards, raises the purchase orders, places call-offs and keeps supplier files and applications in order. Cannot open or score bids, qualify a supplier or approve anything.
- Procurement manager — Heads purchasing. Approves purchase requests and awards, qualifies, suspends and blacklists suppliers, runs framework agreements and external tenders, and owns the module settings. Holds every right except opening, scoring and finalising bids, so the person who approves never sits on the committee.
- Tender committee member — Opens sealed bids together with the others, confirming with a code from an authenticator app, and scores the bids against the criteria. Declares any conflict of interest first. Sees only their own marks until the chair finalises.
- Tender chair — Does everything a committee member does and finalises each stage, locking the marks and fixing the ranking. Can disqualify a bid with a reason.
- Finance controller — The finance step of an award. Reads the lines, the recommendation and the budget, then approves or rejects. Cannot prepare awards or see bids.
- Supplier — A company that sells to you. Registers, signs in with a code, keeps its documents current, reads a quotation and its addenda, asks questions, sends, replaces or withdraws a sealed bid and reads its award. Needs no account in your workspace.
- Tenant admin — Grants the roles, turns the switches on or off, sets the limits and numbering, defines the documents suppliers must hold, and makes sure storage, e-mail and authenticator sign-in are in place.
- Bid manager — Tracks tenders published by others that the company bids on, from watching to preparing, submitted, won or lost.
Frequently asked questions
Can anyone, including the administrator, read a bid before the opening?
No. Each bid is encrypted when it is sent, with a key that exists only for that quotation. Amounts become readable only at the opening, after the opening time, once enough committee members have confirmed with a second code. If you switch sealed bids off, bids are still encrypted until the buyer opens them.
Does it work for government and public-sector tenders in the Gulf?
It is built around the steps those tenders need: sealed bids, an opening with a quorum, conflict declarations, two-envelope evaluation, minutes, a published ranking and a record of every change. Local-content scoring is available as an option. Check your own regulation for anything beyond that, such as a mandated portal.
Do suppliers need a password or an account?
No. A supplier signs in with a six-digit code e-mailed to the address you registered for them. There is nothing to create and nothing to remember.
Does it need Accounting and Inventory?
No. Without Accounting a request at or under your threshold approves itself and larger ones wait for a procurement manager, and the budget is shown as not checked. Without Inventory an approved award stops at approved and you print the purchase order document. Connected, approvals follow your matrix and orders appear in Inventory by themselves.
Can one award be split between suppliers?
Yes. The best-ranked offer is ticked for each line; change any line to another supplier. Each supplier gets its own purchase order. If the award departs from the ranking, a written reason is required.
Is there an electronic auction?
No. Procurement runs sealed quotations and tenders, frameworks and call-offs. There is no live auction and no switch for one.
Does the budget check use the real budget?
Yes. Accounting's approved budgets are copied into Procurement and refreshed every three hours with the spend posted so far, so a purchase request is checked against what is left, not against the figure on the day the budget was approved.
Can an award that goes against the ranking be approved without a reason?
No. An award that gives a line to a supplier other than the top-ranked one needs a written recommendation of at least ten characters, and the approver reads it before deciding.
Part of one platform
Procurement & Tenders is one of 59 apps (36 business apps and 23 ISO standards) that share the same sign-in, the same people, the same customers and the same AI copilot. See all apps or how Tarleaks ERP compares with Odoo, ERPNext and Zoho.
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