Quotation Management System

The Quotation Management System (QMS) is a comprehensive digital solution designed to streamline and automate the entire procurement process within an organization. It supports secure user management through role-based access for administrators (e.g., procurement officers, IT heads) and registered suppliers or vendors. The system enables the efficient creation and publication of Requests for Quotation (RFQs) with document uploads, deadlines, and auto-generated public notices. Vendors can register with their PAN/VAT details and submit quotations online along with required documents, which are securely locked until the official quotation opening time. The platform facilitates transparent evaluation and awarding through comparative analysis, automated scoring, and official notifications. It also maintains a full audit trail, provides robust report generation features for various stakeholders, and supports integration with SMS and email gateways to ensure real-time communication and accountability throughout the procurement lifecycle.

Key Features

1. User Management • Admin Login (Procurement Officer, IT Head) • Supplier/Vendor Login • Role-based Access Control

2. Quotation Creation & Publishing • Create Request for Quotation (RFQ) • Upload related documents (BoQ, Specs, etc.) • Set deadline and opening time • Auto-generate notice templates for public display

3. Vendor Registration & Management • Vendor sign-up with PAN/VAT number • Upload company profile, tax clearance certificate, etc. • System-approved or admin-approved registration

4. Online Submission by Vendors • Submit quotation directly through the system • Upload supporting documents • Lock quotation until opening time • Acknowledgment receipt for each submission

5. Quotation Opening • Auto-open at deadline time (or manual by committee) • Compare rates and specs in tabular form • Scoring mechanism (if required)

6. Evaluation & Awarding • Committee reviews technical and financial proposals • Select vendor and notify all participants • Generate decision letters (Award/Reject) • Email notifications and download options

7. Audit & Logs • Maintain full history of actions (who did what, when) • Secure digital record for audit

8. Report Generation • List of quotations (by status, supplier, project) • Evaluation reports • Award history • Export to Excel/PDF

9. Integration SMS/Email Gateway