Requirements and purchases

End-to-end procurement control — from requirement request to purchase order

The ChiliONE platform automates the full procurement process — from internal requirement requests, through procurement procedures, all the way to contract signing and placing purchase orders with suppliers. Every process stage is linked to the budget plan, ensuring no expenditure is made without budget coverage. For public administration units, the platform supports procurement in compliance with Public Procurement Law.

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Requirement requests

Requirement requests are the first step in executing the procurement plan. Teams and departments request the disbursement of pre-planned budget funds for specific line items. The system handles electronic request forms tailored to the category of goods and services ordered, with automatic budget availability checks. Requests go through a multi-level approval workflow, where team managers, senior management, and the controlling department confirm the validity of expenditures and their alignment with the plan. Approved requests are automatically forwarded to the relevant units responsible for carrying out procurement procedures (purchasing department, logistics, IT, etc.) as input for initiating the procurement process.

You eliminate 95% of unfunded requests through automatic budget availability checks

You cut request approval time from 5–7 days to 24–48 hours through parallel approvals

You define clear accountability – each approval level has defined authority limits


You reduce errors in request data through validation and mandatory form fields


You create a single request repository accessible to all participants in the procurement process

Purchases and public procurement

Approved requirement requests are aggregated into procurement procedures carried out by internal units. The entire procurement procedure — from the call for tenders, through bid collection and evaluation, to supplier selection — is recorded in the system with full documentation and an audit trail. For public administration units, the platform is fully integrated with national e-procurement platforms (MarketPlanet, Platforma Zakupowa), enabling direct publication of notices and collection of bids without manual data re-entry.

You simplify the management of procurement procedures through ready-made templates and workflows for different procedure types

You publish procurement notices on purchasing platforms directly from the system, eliminating data duplication

You collect and archive all bids in one place, enabling easy evaluation and comparison


You ensure compliance – complete procurement procedure documentation with reports and decision justifications


You reduce procurement procedure time by 30–40% through automation and elimination of manual document handling

Contracts and purchase orders

As a result of procurement processes and procedures, contracts are concluded with suppliers and purchase orders are placed for the delivery of goods or provision of services. The system manages the full contract and order lifecycle — from contract preparation, through approval workflows with electronic signatures, to registration in the contract register and archival handling. Approved contracts are linked to the originating requirement requests — the employee knows exactly what the purchase intent was and how much budget was planned for it. Thanks to the controlling and budgeting modules, you can be confident that no expenditure will exceed the previously approved plan. Contracts concluded as a result of public procurement procedures can be reported to the Central Contract Register (CRU JSFP) in accordance with legal requirements.

You ensure full traceability from the requirement request, through the procurement procedure, to the final contract with the supplier

You control contract-budget compliance – the system automatically blocks contracts that exceed available funds

You archive all procedure documents in one place – available for audit and inspection purposes


You ensure compliance for public procurement – automatic reporting to CRU JSFP


You reduce procurement process execution time by 40–50% by integrating all stages in a single system

Selected case studies

Frequently asked questions

Yes. At every stage of the procurement process, the system verifies budget availability. When a requirement request is approved, the system blocks it if its value exceeds the remaining budget funds. When a contract is concluded, the system compares the contract value against the originating request and the available budget. Purchase orders are verified for compliance with the signed contract. At every step, the employee can see how much budget remains, enabling informed purchasing decisions.

Yes. The system supports all types of procurement procedures — from simple direct negotiations with a supplier, through requests for quotation (RFQ, RFI), to restricted and open tenders in accordance with Public Procurement Law. Procedures can be tailored to the organisation’s specifics — evaluation criteria and persons responsible for individual stages can be defined.

Yes. Every requester can track the status of their request at every process stage — from submission, through approvals, to initiation of the procurement procedure. The system shows who is currently reviewing the request and how much time remains until the deadline. The same applies to orders — you can track whether the procedure has been initiated, how many bids have been received, at what evaluation stage the bids are, and when a decision is expected. Email notifications alert users to important status changes.

Yes. The system is integrated with platforms such as MarketPlanet and Platforma Zakupowa, enabling direct publication of public procurement notices. Order specification data (subject, parameters, quantities) is automatically transferred from the system to the platform, and bids collected on the platform can be imported back into the system. The integration ensures complete information on all procedures within a single system, eliminates the need for manual data re-entry, and reduces the risk of errors.

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Want to see how the ChiliONE platform can be used for budgeting and expenditure control in your organisation? Book a demo with a walkthrough of the features tailored to the budgeting processes of your company or unit.

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