Procurement Tracker for Nonprofits: Every Purchase, Next Step

Auditors reviewing a grant-funded purchase tend to start with one request: show why this method, this vendor and this approver.

Answering it starts with threshold bands in your procurement policy. Each band ties a value range to a method (direct purchase, quote comparison, request for quotation, tender), a minimum number of offers and an approval level. Each file should then hold the offers received, how they were evaluated, any conflict-of-interest declaration, the approval, and a check that order, receipt and invoice agree. Where a funder's rule is stricter than your policy, record which rule applied and who decided.

Our Procurement Management OS for Excel and Google Sheets applies your own bands to every purchase. If no band covers a value, it shows POLICY GAP instead of a silent default. Evaluation weights must total exactly 100, a blank is never a zero, and the highest score never awards a contract on its own. A file closes only when nothing required is missing.

An audit question becomes a file you open.

It isn't accounting software, and it doesn't screen vendors against sanctions lists. It records that you did. The thresholds in the files are examples to replace with your own.