Procurement Playbook

    Intake to purchase order Playbook

    A plain-language request becomes an issued PO (purchase order), sourced, compared, and approved on one track.

    The WorkStream

    Each stage below is a step the WorkStream Playbook Engine runs. Stages marked as agent work are completed by stage-scoped agents. Stages marked as human are held for a person before the run continues.

    01

    Intake

    Agent

    Request captured, duplicates caught, routed to this WorkStream

    02

    RFQ

    Agent

    Vendors selected, RFQ (request for quotation) drafted and sent

    03

    Compare quotes

    Agent

    Quotes normalized and ranked on price, lead time, and terms

    04

    Requisition

    Agent

    PR (purchase requisition) created against the budget line

    05

    Approvals

    Human

    Named approvers clear the request before any commitment

    06

    PO issued

    Agent

    PO written back to the ERP through a governed connector

    Agents scoped to this Playbook

    Intake AgentSourcing AgentNegotiation AgentApproval Agent

    Versions

    v9

    Spend ceiling set at 50,000

    Intake to purchase order. Edited by the procurement lead.

    • Standard path below the ceiling: Requests at or below 50,000 run on the standard approval path
    • Budget owner above the ceiling: Requests above 50,000 route to the budget owner before any vendor contact
    • Agents may not commit spend: Stage-scoped agents may draft and send an RFQ but not commit spend
    v10

    Second approver required above 100,000

    Intake to purchase order. Edited by the controller.

    • Second named approver: Requests above 100,000 need a second named approver before the PR is created
    • Evidence recorded with the approval: The second approval is recorded with the evidence package presented at the time
    v11

    Legal review added for first-time vendorsCurrent

    Intake to purchase order. Edited by the procurement lead.

    • Legal review stage: A vendor with no prior record adds a legal review stage before contract signature
    • Hard stop for a person: The WorkStream pauses at that stage until a person clears it

    Ruleset in force at v11

    Rules accumulate. A run that starts on v11 finishes on v11, bound to the ruleset below and recorded against it in the Execution Ledger.

    Standard path below the ceiling

    Requests at or below 50,000 run on the standard approval path

    Budget owner above the ceiling

    Requests above 50,000 route to the budget owner before any vendor contact

    Agents may not commit spend

    Stage-scoped agents may draft and send an RFQ but not commit spend

    Second named approver

    Requests above 100,000 need a second named approver before the PR is created

    Evidence recorded with the approval

    The second approval is recorded with the evidence package presented at the time

    Legal review stage

    A vendor with no prior record adds a legal review stage before contract signature

    Hard stop for a person

    The WorkStream pauses at that stage until a person clears it

    Where to next

    All Playbooks →WorkStream Playbooks →Execution Ledger →
    Back to Playbooks