Procurement processes without documented approval workflows create financial controls that can be bypassed. Supplier relationships without structured onboarding and performance monitoring produce inconsistent quality and undocumented risk. Inventory managed without a structured audit and reorder process creates stock-outs and overstock in the same warehouse at the same time. CheckFlow’s procurement and supply chain checklist templates give every procurement process a structured, controlled workflow — from purchase order approval and supplier onboarding through to inventory audit, shipment tracking, and supplier performance evaluation.
Whether you’re running inventory audits, managing procurement compliance, approving purchase orders, receiving and inspecting deliveries, tracking shipments, onboarding suppliers, or evaluating supplier performance, each template ensures every control is applied consistently and every action is documented. Browse the templates below, or explore the detailed process guide for each workflow.
Inventory Audit Process
Procurement Compliance Review
Purchase Order Approval
Goods Receiving & Inspection Checklist
Shipment Tracking Workflow
Supplier Onboarding Checklist
Vendor Offboarding Checklist
Supplier Performance Evaluation
Supplier Sourcing & Tender Checklist
Import & Customs Compliance Checklist
Each template below includes a detailed process guide covering the procurement or supply chain workflow, what every phase involves, and how to maintain the controls and records that auditors require. Click any template to read the full guide.
A systematic inventory audit process covering audit planning, physical count methodology, count execution, variance identification and investigation, root cause analysis, and inventory record adjustment.
A structured procurement compliance review covering purchasing policy adherence, supplier authorisation status, contract compliance, three-way matching controls, and regulatory and ethical sourcing requirements.
A structured purchase order approval workflow covering request submission, budget and authorisation level verification, vendor and pricing confirmation, approval routing, PO issuance, and delivery monitoring.
One delivery at the dock: checked against the purchase order and delivery note, counted, inspected by sample or in full, discrepancies logged, accepted, quarantined or rejected, the goods receipt posted and the match passed to accounts payable.
A systematic shipment management process covering booking confirmation, documentation verification, carrier handover, in-transit tracking, delivery confirmation, goods receipt inspection, and discrepancy resolution.
A structured supplier onboarding process covering qualification, due diligence and risk assessment, contractual and compliance documentation, system registration, account setup, and initial order management.
Ending a vendor or supplier relationship: contract review and exit approval, notice and an exit plan, the service transition, access removal and asset recovery, data return or deletion, and the financial close-out.
A systematic supplier performance review process covering on-time delivery measurement, quality metrics review, pricing and contractual compliance, relationship management assessment, and improvement action planning.
Run a buyer-side RFI and RFP: business case, a tender pack with weightings fixed before release, clarifications, independent scoring, due diligence and an approved award, with UK Procurement Act 2023 steps for public buyers.
Check one import shipment into the US or UK before the broker files: importer of record or EORI, classification, customs value, origin and preference, licences, entry, corrections and record keeping.
The purchase that bypasses the approval workflow because it was urgent, because the approver was unavailable, or because "it's under the threshold" is the purchase that created the financial control gap that the auditor found. CheckFlow requires every purchase to follow the defined approval workflow — with the right level of authorisation for the spend value — before a PO can be issued.
Supplier performance that is reviewed only when a problem occurs is supplier performance managed reactively. CheckFlow schedules supplier performance reviews at the frequency set at onboarding — monthly for critical suppliers, quarterly for standard — and triggers the review automatically, ensuring performance data is assessed before issues compound into supply chain failures.
External auditors and internal audit teams require evidence that procurement controls were applied — not just that they exist. CheckFlow creates a dated, attributed record of every purchase approval: who requested it, who approved it at what authority level, and what the three-way match showed when the invoice arrived. The audit trail builds automatically as the procurement process runs.
Describe the process in a sentence and the AI checklist generator drafts the phases and tasks for you.
A purchase order approval process covers six steps: request submission (the requester specifies what is needed, why, at what cost, from which supplier, and for which budget — with sufficient detail for the approver to make an informed decision), budget verification (confirming the budget exists and has sufficient remaining balance for the requested spend), authorisation level check (confirming that the appropriate authority level is approving — most organisations have a tiered approval matrix where higher-value purchases require more senior approval), vendor and pricing verification (confirming the supplier is an approved vendor and the price is consistent with any contracted rates or competitive quotes obtained), PO issuance (the approved PO sent to the supplier — creating the contractual obligation and the document against which the invoice will be matched), and delivery monitoring (the expected delivery date tracked and escalated if missed, preventing invoices from being received and paid for goods not yet delivered).
A supplier onboarding checklist covers five phases: supplier qualification (capability, capacity, certifications, and references verified — confirming the supplier can meet the requirement before the relationship begins), due diligence and risk assessment (financial stability review for strategic suppliers, insurance certificates, health and safety policy, data protection arrangements, ethical sourcing compliance — the depth proportionate to the criticality and value of the supply), contractual and compliance documentation (formal contract or supply agreement executed with scope, pricing, payment terms, and performance standards defined), system registration (supplier registered in the ERP or procurement system, bank details verified through an independent confirmation process to prevent invoice fraud, and appropriate system access or site permissions granted), and performance monitoring setup (KPIs agreed, review frequency set, and the first review scheduled at onboarding — establishing the performance management framework before the relationship is tested).
Regular supplier performance evaluation matters for three reasons: supply chain risk management (a supplier whose quality or delivery performance is deteriorating is a supply chain risk that, if not identified early, becomes a production stoppage or customer delivery failure), commercial leverage (performance data provides the evidence base for commercial conversations — renegotiating pricing when a supplier's service has deteriorated, or rewarding a high-performing supplier with increased volume), and continuous improvement (sharing performance feedback with suppliers motivates improvement and identifies systemic issues — whether in the supplier's process or in the buyer's specification or ordering process — that neither party can address without the data). Supplier performance reviews should be scheduled at the frequency set at onboarding, not triggered only when a problem occurs.
Every CheckFlow template is fully customisable. Approval thresholds and routing can be adjusted to match your organisation's authority matrix exactly. ERP-specific steps can be added — the SAP, Oracle, NetSuite, or Sage actions required at each stage of the PO process. Supplier onboarding due diligence depth can be differentiated by supplier category (full due diligence for strategic suppliers, simplified for low-value commodity suppliers). Sector-specific compliance requirements — public sector procurement regulations, healthcare supply standards, food safety supplier requirements — can be added to the relevant templates. Templates can be version-controlled so policy updates are reflected in future process runs without affecting the historical records.
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