ProcureAI — Complete Buyer & Seller Manual

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Platform Overview

ProcureAI connects construction and infrastructure buyers who need to procure materials and services with vendors (suppliers/contractors) who fulfil those requirements. One account can operate in both modes.

Buyer / Client

🏗️ Construction company, PMC, developer

Posts RFQs for materials and services

Compares sealed bids and awards at L1

Releases PO, records GRN, approves invoices

Manages retention and DLP payments

Seller / Vendor

🏭 Supplier, trader, sub-contractor

Receives matched RFQs in registered categories

Submits sealed bids with price + specs

Acknowledges PO, dispatches goods

Submits invoices and tracks payments

A single mobile number can be registered as both Buyer and Vendor. Once your profile reaches 5★ you can switch roles from the Profile tab without logging out.

1

Register as Buyer

procureai.quantproc.com

1

Open procureai.quantproc.com in your browser or mobile.

2

Select the Buyer role tile (left). Then tap the Register tab (right side of the login/register toggle).

3

Enter your 10-digit mobile number — this becomes your permanent login ID.

4

Enter your Company / Firm Name exactly as registered.

5

Enter your GSTIN and tap Verify GST — the system auto-fills your legal company name, PAN, and state from the GST registry. Confirm the details match.

6

Select your Primary City (where most procurement happens) and Industry.

7

Tap Register & Get OTP — a 6-digit OTP is sent to your mobile. Enter it to complete registration.

Enter your GSTIN before typing the company name — it fills the name, PAN, and state automatically, preventing spelling errors in your legal name.

After registration you can post RFQs immediately. Complete your full profile progressively to unlock better features and vendor trust.

2

Register as Vendor / Seller

Register as Vendor

1

Open procureai.quantproc.com. Select the Vendor role tile (right). Tap the Register tab.

2

Enter your mobile number and Company / Firm Name.

3

Enter GSTIN — auto-fills legal name, PAN, state.

4

Select all relevant Product / Service Categories. You will only receive RFQs in selected categories — be thorough here. You can add more later from your profile.

5

Enter all Service Cities where you can deliver. Separate with commas.

6

Set your Max Delivery Radius in km. The system matches you to RFQs within this distance from your city.

7

Tap Register & Get OTP. Enter the OTP to complete registration.

Selecting too few categories means you miss relevant RFQs. If you supply both TMT bars and cement, select both — the system treats each category separately.

You can start quoting on RFQs immediately after registration. A complete profile improves your ranking in the match list.

3

OTP Login (Every Session)

Login

1

Open procureai.quantproc.com. Select your role — Buyer or Vendor. Make sure you are on the Login tab (not Register).

2

Enter your registered mobile number and tap Get OTP.

3

A 6-digit OTP is sent via SMS. Enter it in the box and tap Verify & Login.

4

If OTP doesn't arrive within 30 seconds, tap Resend SMS. For areas with poor SMS coverage, tap Call me — the OTP is read out via voice call.

Issue	Solution
OTP not received	Check SMS inbox, not WhatsApp. Wait 30s then Resend
Wrong mobile entered	Go back and re-enter correct registered number
"Number not registered"	Use Register tab to create a new account
OTP expired	Tap Resend to get a fresh OTP (10 min window)

4

Complete Your Profile — 1★ to 5★

My Profile

Profile completeness is shown as a 1–5 star rating. Higher stars unlock features and improve your match ranking. Completing the profile takes about 10 minutes.

★ Level	What to Fill	What it Unlocks
1★	Mobile, Company Name, GSTIN, City, State	Can post RFQs (buyer) / receive & quote RFQs (vendor)
2★	Year Founded, WhatsApp number, Website URL	Improved vendor trust, WhatsApp notifications
3★	Annual Turnover (last 3 years), Net Worth	Appears in high-value RFQ matches
4★	Bank Name, Account number (last 4), IFSC, Branch	Payment recording enabled
5★	MSME / Udyam certificate + PDF, ISO certificate + PDF	Buyer/Seller mode switch, priority match placement

Enter your GSTIN first on the profile page — it auto-fills company name, PAN, and legal type, so you don't have to type them manually.

Upload your MSME/Udyam certificate — even if you are a larger company, this verification badge significantly increases buyer confidence and win rate for vendors.

1

Buyer Dashboard

Home

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Stats row — Total RFQs · Live Bids (sealed & open) · Results Ready. Teal border = action needed.

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Quick Actions — Post RFQ, My RFQs, Orders, Hire Labour.

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Recent RFQs — 3 most recent with status badges. Tap any card to open.

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Bottom nav — Home, RFQs, Refer, Orders, Profile.

Results Ready (teal border) means bids opened at 4 PM — go compare and award before the award window lapses.

2

Post RFQ — Single Requirement

Most Common

Post RFQ

3-step form for one item or service. Matched vendors are notified instantly.

1

Tap Post RFQ → Single Requirement from the dashboard.

2

Step 1 — Item Details: Enter the specific item title (e.g. "TMT Steel Bars Fe 500D, 12mm"), Industry, Delivery City, Quantity, and optional Budget. Add Specifications — grade, standard (IS/BIS), approved brands, test certificate requirements.

3

Step 2 — Bid Window: Choose duration — EXPRESS (24h), STANDARD (48h), EXTENDED (72h), WEEKLY (7 days), or TENDER (14 days). All bids open at 4:00 PM IST on the closing day.

4

Step 3 — Review & Post: Confirm all details, then tap Post RFQ. Matched vendors are notified immediately.

3

Post RFQ — BOQ Upload

BOQ Upload

Upload an Excel BOQ for a single category. AI reads each line and creates one RFQ with all items.

1

Tap Post RFQ → BOQ Upload. Download the blank template using the Download Template link.

2

Fill in Description and Quantity for each line. Save as .xlsx.

3

Upload the filled Excel. Optionally attach an Approved Make List (PDF or Excel).

4

Preview shows items parsed. Review then tap Post RFQ.

4

Post RFQ — Full Project BOQ

AI-Powered

Full Project BOQ

Upload a multi-tab Excel BOQ. Each sheet = one category. AI processes all tabs and creates one sealed RFQ per category — all in one upload.

1

Tap Post RFQ → Full Project BOQ + Approved Makes. Enter Project Title, Industry, City.

2

Upload your multi-tab Excel BOQ and optionally an Approved Make List. Tap Upload & Process — safe to close the tab; job runs in background.

3

Go to RFQs → BOQ Jobs to check progress. Open the job to Review & Edit — click any cell to edit inline.

4

Select categories to publish (checkbox per category) → Publish Selected. One sealed RFQ per category goes live.

5

Viewing Bids

My RFQs

Badge	Meaning	Action
Sealed	Window open — amounts hidden	View bid count only; wait for 4 PM
Results Ready	Bids opened — awaiting award	Open comparison panel and award
Awarded	Vendor selected; order created	Go to Orders → release PO
No Bids	Zero responses	Repost with wider radius or longer window

Bids open automatically at 4:00 PM IST. All vendor amounts are revealed simultaneously — no vendor can see competitors' prices before this time.

6

Quote Comparison & Spec Check

Comparison

1

Open RFQ with Results Ready status → tap View Comparison.

2

Bids are ranked L1 / L2 / L3 by total landed cost (Basic + GST + Freight). Only T&C-accepted bids qualify for L1 recommendation.

3

Tap Run Spec Check — AI validates each vendor's make against your Approved Make List. Lines get ✓ OK ≈ Equivalent or ⚠ Deviation.

4

For deviations: tap Approve (allow) or Reject (exclude from L1) per line.

5

Review the System Recommendation card — shows recommended vendor, compliance badges, and saving vs L2.

7

Awarding the Bid

Award

Award Type	When	Required
L1 Award	Lowest compliant bid, T&C accepted	Tap Award — no justification
L2 / L3 Award	Awarding to 2nd/3rd for valid reasons	Mandatory written justification
Split Award	Different vendors win different lines	Award per-line — separate POs per vendor

L2/L3 justifications are permanently logged. Be specific — cite specification requirements, architect instructions, or commercial reasons.

8

Orders Overview

Orders

Confirmed

→

PO Released

→

PO Acknowledged

→

Dispatched

→

GRN Done

→

Invoice Submitted

→

Invoice Verified

→

Paid

→

Completed

9

Release Purchase Order

Release PO

1

Open order with Confirmed status → tap Release PO.

2

Select a PO template from 6 designs: Classic, Modern Cobalt, Minimal Clean, Bold Graphite, Govt Saffron, Dark Accent.

3

Add optional Special Instructions (delivery contact, site access, packing requirements).

4

Tap Generate & Send PO — PDF created, PO number assigned, vendor notified instantly. Download PDF from the order card.

10

Record GRN — Goods Receipt

Record GRN

1

When goods arrive at site, open the order and tap Record GRN.

2

Enter the Inspector / Receiver Name — the person who physically accepted the goods at site.

3

Add Inspection Notes — quantity received, condition, shortages, damages observed.

4

Check "Goods accepted in satisfactory condition" then tap Submit GRN.

Note any damage or shortage in Inspection Notes before ticking acceptance — this protects you in any disputes.

11

Invoice Verification & Payment

Invoice & Payment

1

When vendor submits invoice, status shows Invoice Submitted. Open the order and tap View PDF.

2

Check: invoice number, date, amount, GST breakup against the PO. Tap Approve Invoice or Reject with a reason.

3

After approval, tap Record Payment — select method (NEFT / RTGS / UPI / Cheque), enter UTR number and amount → tap Mark as Paid.

12

Retention Money / Security Deposit

Set Retention

1

After recording payment, tap Set Retention. Enter Retention % (typically 5–10%) and DLP End Date. Tap Set — vendor is notified.

2

Releasing: After DLP end date, tap Release Retention, enter payment UTR, tap Confirm Release.

13

Rate the Vendor

Rate Vendor

1

After payment / retention release, tap Rate Vendor on the completed order.

2

Give overall stars (1–5) and sub-ratings for Quality, Delivery, Pricing, Responsiveness. Add optional comment → Submit.

1

Vendor Dashboard

Vendor Home

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Blue bordered stat (New RFQs) = action needed. Tap to see matched RFQs.

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New RFQs for You — matched by your registered categories and delivery radius. Blue border = open, tap Quote Now.

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Bottom nav — Home, RFQs, Orders, Payments, Profile.

You receive SMS + app notification for every new matched RFQ. Quoting early signals reliability to buyers.

2

Receiving & Viewing RFQs

Available RFQs

1

Go to RFQs → Available RFQs. New RFQs matched to your categories and cities appear here.

2

Tap any RFQ card to see full details — item specs, quantity, delivery city, bid window class, buyer name, and Approved Make List (if provided).

3

Check the Closing Time — all bids lock at 4:00 PM IST on the closing date. Late submissions are not accepted.

4

Review the buyer's Specifications carefully before quoting. If the buyer provided an AML, check your brand appears on it.

You cannot edit or withdraw a bid once submitted. Verify your price and make/brand before tapping Submit.

3

Submitting a Bid

Core Action

Submit Quote

1

Open an available RFQ → tap Submit Quote.

2

Enter Basic Price per unit and select GST Rate from the dropdown.

3

Enter Freight charges (lump sum) and Delivery Basis: FOR Site (you pay freight to site) or EX Works (buyer arranges).

4

The system auto-calculates Total Landed Cost = (Basic × Qty) + GST + Freight. This is the number used for L1/L2/L3 ranking.

5

Enter the exact Brand / Make you will supply. Must be on or equivalent to the buyer's AML.

6

Set Delivery Time (working days from PO) and Payment Terms.

7

Add optional Remarks (test certs, supply flexibility) → tap Submit Sealed Bid.

Bid is sealed and locked immediately on submission. No changes or retraction until bids open at 4:00 PM IST.

4

T&C Acceptance

Terms & Conditions

Before you submit, a T&C modal shows the buyer's Standard Procurement Terms. Accepting is required for your quote to qualify for the L1 recommendation.

1

Read the terms — they cover payment timelines, delivery penalties, quality obligations, dispute resolution.

2

Check "I accept the Terms & Conditions" → tap Submit. Your bid is tagged T&C ✓.

3

If you don't accept, your bid is still recorded but tagged T&C ✕ and excluded from L1 recommendation.

Always accept T&C unless you have a specific written objection to negotiate directly with the buyer. Non-acceptance significantly reduces your chance of winning.

5

Manage My Bids

My Bids

Status	Meaning
Submitted	Sealed — buyer cannot see your amount yet
Results Out	Bids opened — you can see your rank (L1/L2/L3)
Won	Buyer awarded you — await PO on My Orders
Not Awarded	Another vendor selected — you can see L1 price
Expired	Bid window closed; buyer did not award

After results open, you can see the L1 winning price. Use this to calibrate your pricing for the next similar RFQ.

6

PO Acknowledgement

My Orders

1

When buyer releases PO, you receive SMS + app notification. Go to My Orders.

2

Open the order → tap View PO PDF. Review all terms: delivery address, quantity, amount, payment terms.

3

Tap Acknowledge PO to confirm you will fulfill the order as per terms. Buyer is notified.

4

If unable to fulfill, tap Unable to Fulfill — provide a clear reason. Buyer may award to L2.

Acknowledge within 24 hours. Late or missing acknowledgement is flagged on your vendor profile and affects future match ranking.

7

Mark Goods as Dispatched

Mark Dispatched

1

When goods leave your premises, open the order (status: PO Acknowledged) → tap Mark as Dispatched.

2

Enter Dispatch Date, Vehicle / LR Number, and Expected Delivery Date.

3

Upload dispatch documents: Delivery Challan, E-Way Bill (mandatory for goods >₹50,000 inter-state/intra-state), and Test Certificates.

4

Tap Confirm Dispatch. Buyer is notified and order moves to Dispatched.

Upload the E-Way Bill and Test Certificate / Mill TC here — the buyer's site team needs these at the time of GRN inspection.

8

Submit Tax Invoice

Submit Invoice

1

After buyer records GRN, order status moves to Delivered / GRN Done. Tap Submit Invoice.

2

Enter Invoice Number, Invoice Date, and Invoice Amount.

3

Upload the Tax Invoice PDF — must be a valid GST invoice with your GSTIN, HSN/SAC codes, and full tax breakup.

4

Tap Submit Invoice. Buyer is notified to verify. Payment due date starts from the invoice verification date.

If buyer rejects your invoice, you receive a rejection reason. Correct and resubmit. The payment clock starts from the verified invoice date.

9

Track Payments

Payments

1

Go to Payments tab for a consolidated view of all invoices, their due dates, and payment status.

2

Each card shows: amount, invoice date, payment due date (based on agreed Net terms), and current status.

3

When buyer marks payment, status changes to Paid with the UTR reference and payment date visible.

Invoice Status	Meaning
Submitted	Awaiting buyer verification
Verified	Approved — expect payment by due date
Rejected	Returned — check reason and resubmit
Paid	Payment received — UTR visible
Partially Paid	Retention deducted — balance in DLP hold

10

Retention & DLP Period

Retention Status

For civil/MEP contracts the buyer may withhold 5–10% until the Defect Liability Period (DLP) ends. This is normal and contractual — not a dispute.

1

When buyer sets retention, you receive a notification showing Retention %, Amount Withheld, and DLP End Date.

2

Your invoice is paid minus the retention. The withheld amount shows as In Retention on the Payments tab.

3

Attend to any defect notices from the buyer during the DLP period — respond on-platform.

4

After DLP end date, buyer releases retention. The final payment appears in Payments with UTR.

11

My Ratings & Reputation

My Reputation

Rating	Impact on Platform
★★★★★ 5.0	Priority placement in all RFQ matches
★★★★☆ 4.0+	Standard placement
★★★☆☆ 3.0+	Placed after higher-rated vendors
★★☆☆☆ <3.0	Reduced visibility; account review triggered

Improve your rating by: acknowledging PO within 24h, dispatching on time, uploading test certificates, submitting accurate invoices, and responding promptly to buyer messages.

12

Product Catalogue

Instant Quote

My Catalogue

List your standard products with base prices. Buyers can find your catalogue and send direct enquiries without a bidding round.

1

Go to Profile → My Catalogue → tap Add Product.

2

Enter Product Name, Category, Unit, and Base Price. Add photos and description (grade, standard, available sizes).

3

Published items appear in the platform's product directory — buyers can add directly to their RFQ or send an enquiry.

Keep catalogue prices updated. Stale list prices reduce enquiries from this fast-track channel.