Evaluate Supplier Performance

Rate a supplier's fulfillment after a purchase order is closed, then route the evaluation through your approval workflow.

Who can use this?

All steps are performed by the Requestor (the user who created the purchase order), who is automatically assigned as the evaluator when the PO is closed. Approving or rejecting is performed by the assigned Approver.

Evaluator steps

Open the evaluation form from a closed PO

When a purchase order is closed, ProcureFlow automatically sends you a notification email.

Open the email, then click the Rate this supplier button (or copy the link into your browser) to go directly to the evaluation form.

PO closed notification email with Rate this supplier button — Step 1: The email notification sent when a PO is closed. Click “Rate this supplier” to open the evaluation form.

Note: The evaluation is only created if your organisation has the Supplier Fulfillment Evaluation feature enabled. Contact your administrator if you do not receive this email.

Closed PO with Evaluate supplier button — Step 1: The closed PO showing the “Evaluate supplier” button in the action bar.

Fill in the evaluation questionnaire

The evaluation form loads the active template for your organisation. Each question displays a 1–5 scale (1 = Poor, 5 = Excellent).

Complete the questionnaire:

Rate the supplier on every required question (marked with an asterisk).
Optionally, add remarks or attach supporting files to individual questions.

Tip: The progress counter at the top tracks how many required questions you have answered. Submit evaluation also needs every approver picked, which you do in the next step.

Evaluation form with rating questions — Step 2: The evaluation form showing the 1–5 rating scale for each criterion.

Pick approvers and submit

Below General remarks & supporting documents, the Approvers card lists every stage of your organisation's supplier evaluation approval workflow.

Some rows need no pick:

Round-robin: ProcureFlow assigns one of the eligible approvers automatically.
Auto-approved: no approver is needed at this level.
A name shown instead of a dropdown: the approver is fixed, so there is nothing to choose.

Pick the approvers and submit:

In each row that shows Select Approver, open the dropdown and choose an approver.
Click Submit evaluation.

ProcureFlow calculates the weighted final score, sends the evaluation for approval and emails the approvers of the first stage. The Approval Path now shows where the Approvers card was.

Tip: The bar at the bottom counts the required questions and the approver picks still missing. Submit evaluation stays disabled until both are done.

Note: If your workflow needs no approver for supplier evaluations, the card reads No approval is needed for this evaluation and submitting approves the evaluation straight away. If a stage shows No Eligible Users Found, ask your administrator to fix the approval workflow, because Submit evaluation stays disabled until it is fixed.

Approvers card with an approver picked for each stage — Step 3: The Approvers card above the submit bar. Stage 2 is parallel, so both of its approvers must approve.

Track the approval

The evaluation shows as Pending approval, and its page is now read-only. The page shows:

The Final score out of 100 in the top card, with a Pass or Below threshold badge when your template sets a passing threshold.
Your answers in the same controls you filled in, locked: the option you picked stands out and the others are greyed out.

The Approval Path lists each stage from left to right:

Approvers stacked in one stage review in parallel, and every one of them must approve before the next stage starts.
Each approver reads Approved, Awaiting (their stage has started), Awaiting turn (an earlier stage is still open), Rejected or Cancelled.
Click an approver to read their remarks.

flowchart LR
    A[In progress] -->|Submit| B[Pending approval]
    A -->|Submit, no approver needed| C
    B -->|Every stage approves| C[Approved]
    B -->|Any approver rejects| D[Rejected]
    D -->|Revise and re-submit| B

Evaluation pending approval with the Approval Path — Step 4: Stage 1 has approved and stage 2 is awaiting its approvers.

Approver steps

Approve or reject

When your stage starts, ProcureFlow emails you a link to your own approval page. Admin, Procurement Admin and Procurement Buyer users can also find the evaluation under Approvals → Evaluation Approvals in the navigation.

Review the evaluation, then decide in the bar at the bottom of the page.

To approve, click Approve. The next stage starts once every approver in your stage has approved, and the evaluation is Approved when the last stage completes.

To reject:

Click Reject.
Enter your reason in Rejection reason (required).
Click Reject in the dialog.

A rejection returns the evaluation to the evaluator, and anyone in the round who had not decided yet shows as Cancelled.

Approver's page with Approve and Reject in the bar at the bottom — Step 5: The approver's page, with the decision bar at the bottom.

Evaluator steps (cont.)

Revise a rejected evaluation

ProcureFlow emails you the approver's reason and a link to the evaluation. Open it to revise, with your previous answers already filled in:

Read who rejected it and why at the top of the page.
Change the answers that need it.
Click Re-submit evaluation.

The evaluation goes back to the same approvers, starting from stage 1, as a new round. Pick Round 1 from the round dropdown on the Approval Path to see the round that was rejected.

Rejected evaluation with the approver's reason above the form — Step 6: The rejection reason above the form, and the rejected round in the Approval Path.

Approval Path on round 2 with the round dropdown — Step 6: After re-submitting, round 2 is shown and the round dropdown lists round 1.

Tip: The evaluation ends Approved once every stage approves, and ProcureFlow emails you.

Evaluate Supplier Performance

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