Supplier Sourcing (RFQ)
Source, compare, select. All in one place.
- Multi-criteria comparison (price, lead times, warranties, CSR…).
- Secure supplier invitations & quote submission.
- Audit-ready trail for every decision.
Why digitize your supplier sourcing process?
A sourcing event or RFP is a critical step in the procurement process. When managed with emails and spreadsheets, it leads to delays and costly errors.
Weproc makes your sourcing events simple, fast, and traceable: a single supplier portal to define your needs, collect bids, compare them objectively, and convert the winning quote into a purchase order.
Real-world example: The IT department requests quotes from 4 suppliers for 20 new laptops. Bids are submitted via Weproc, and the comparison tool weighs price, lead time, and warranty. A decision is made in 24 hours, resulting in 11% savings against the initial budget.
How does a sourcing event with Weproc work?
Key features for sourcing events
SRM
Supplier management that propels your supply chain
Centralize all your supplier files in a single space to gain visibility and compliance; Drive performance with real-time metrics and detailed reporting. A collaborative portal simplifies exchanges: order tracking, invoices and administrative documents, all without scattered emails. A secure digital vault houses attestations, contracts, and certifications for a stress-free audit, while predictive dashboards detect risks early.
The icing on the cake: Weproc connects natively to your ERP and accounting software for always up-to-date data. The result: strengthened supplier relationships, controlled costs and a resilient supply chain.
CONTRACTS
Secure every deal and boost your savings
Digitize all your master agreements and supplier contracts in a cloud-based vault, accessible in one click. Weproc monitors the entire contract life cycle for you: alerts before tacit renewal, indexation schedules, monitoring of actual consumption and automatic calculation of year-end discounts. A global view, filterable by supplier or purchasing family, reveals the risks of disruption and the opportunities for savings. Natively linked to your Budgets and SRM modules, the Contract Manager transforms compliance into a competitive advantage and guarantees a seamless supply.
WORKFLOWS
Standardize your validations, secure your commitments
Standardize your approvals in the blink of an eye: Weproc models your approval matrix (amount, category, project, supplier, cost center) and automatically directs each request to the right decision-maker. Configure sequential or parallel approval levels , delegation rules (replacements, leave), thresholds and exceptions (emergency, framework agreement). Managers validate in 1 click on web or mobile; Smart restarts and escalations reduce downtime. A comprehensive audit trail ensures traceability and compliance, while dashboards highlight bottlenecks and cycle times to optimize your processes. Directly connected to the Requests, Orders, Invoices and Budgets modules, the workflow triggers checks and alerts at the right time. The result: faster decisions, controlled commitments, strengthened internal control .
STATISTICS
Manage your purchases with smart dashboards
Align every purchasing decision with reality: Weproc converts your data feeds into interactive, ready-to-use dashboards . Instantly see the breakdown of expenses by vendor, category, or project and detect discrepancies before they weigh on your margin. The datasets are already cleaned; export them in one click to Excel, Power BI or in your monthly reports to save valuable time. Thanks to its real-time indicators and proactive alerts, the Statistics module transforms simple observation into quick action: you secure your budgets, strengthen your negotiations and manage supplier performance to the nearest cent.
Real-world example: A multi-site mid-market company requires a minimum of two quotes for any indirect spend over €5,000. The comparison tool and approval workflow ensure this procurement policy is applied systematically and without friction.
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Success factors for a sourcing event en 2026
Three factors are key to a successful sourcing event:
Clearly define your needs: A detailed brief prevents misunderstandings.
Select the right panel: Onboard the best suppliers (SRM) and encourage competition.
Evaluate objectively: Apply a transparent, traceable, multi-criteria scoring grid.
With Weproc, these success factors are built-in by design in our dedicated module.
FAQ – Procurement Software for Sourcing Events
Thinking about digitizing your procurement process? Find answers to the most common questions about digitizing your sourcing events.
A supplier sourcing event is a process for selecting suppliers by requesting quotes and proposals from different vendors. This request allows you to evaluate supplier offers and choose the one that best meets your needs.
Weproc helps you optimize the entire procurement cycle, from the initial request to the supplier, through to invoice issuance and the final payment phase.
Running a sourcing event helps you find the best suppliers for your needs based on quality, cost, and service level.
It also allows you to negotiate terms for your purchase orders and improve your supply chain management, all the way through to invoicing and payment.
To choose which suppliers to invite to your sourcing event, you should define your selection criteria and identify the best potential vendors from your panel. Criteria can include their experience, reputation, ability to meet the brief’s requirements, certifications, client references, pricing, and their ability to meet delivery timelines.
It’s important to conduct a preliminary market analysis and select the most relevant suppliers for your procurement project.
Yes. The purchase requisition automatically populates the sourcing event with key details (items, quantities, budget), saving you time and ensuring full traceability.
Suppliers submit their bids through a secure portal. The data is automatically normalized for instant comparison.
Yes. You can define your own weightings and let Weproc calculate an objective score for each bid. The decision summary provides a clear justification for your choice.
To evaluate supplier bids during a sourcing event, you should consider multiple criteria such as the quality of the proposed products or services, cost, delivery times, and warranties. It is important to score each bid objectively to simplify your decision-making process.
It’s crucial to clearly define your needs and objectives, as well as the supplier selection criteria. You should also prepare a detailed brief specific to your company’s requirements, so suppliers can respond accurately. Finally, ensure you allocate enough time for preparing and running the sourcing event, and for evaluating the supplier bids.
The main challenges to overcome during a supplier sourcing event include clearly defining needs, selecting the right suppliers, evaluating bids, and negotiating contract terms. Weproc helps you overcome these challenges by simplifying and optimizing the entire sourcing process.
Sync suppliers, cost centers, and budgets; export results; and convert the winning bid into a purchase order that follows the correct approval workflow.
Absolutely. Set rules, thresholds, and supplier panels for each entity, with group-level consolidation to monitor overall procurement performance.
Even with established catalogs, an ad-hoc sourcing event is perfect for challenging off-catalog spend, renewing contracts, or testing the market.
Procurement processes that complement sourcing events
