Workflow & source of truth
- Which requirement, opportunity, supplier, quote, order, shipment, invoice, and closeout records exist?
- Where is each authoritative field maintained?
- How are duplicates, changes, exceptions, and handoffs controlled?
Platform Evaluation Checklist
Evaluate procurement software with evidence—not labels.
A vendor-neutral checklist for comparing workflow coverage, controls, data boundaries, implementation fit, security evidence, and commercial commitments.
Before product selection
Turn broad promises into testable questions.
Start with the organization’s actual procurement process, users, records, approvals, integrations, reporting obligations, and risk environment. Ask each vendor to identify what is available now, configurable, custom, planned, third-party dependent, or out of scope.
This checklist is general evaluation guidance. It is not legal, accounting, cybersecurity, acquisition, or compliance advice.
Identity, roles & boundaries
- How are organizations, users, roles, and approvals separated?
- What prevents one customer, business unit, or supplier from seeing another’s records?
- How are administrative actions authorized and reviewed?
Records & auditability
- Which user and system actions are recorded?
- Can records show who changed what, when, and why?
- How are approvals, attachments, versions, retention, exports, and legal holds handled?
Integration & portability
- Which interfaces are supported and contractually included?
- How are failures, retries, reconciliation, and ownership handled?
- Can customers export usable records and attachments without vendor lock-in?
Security & compliance evidence
- Which controls are implemented versus inherited, planned, or customer-managed?
- What current assessment, authorization, certification, test, or audit evidence supports each claim?
- Which environments, services, dates, exceptions, and compensating controls does the evidence cover?
Implementation & commercial fit
- What data preparation, migration, configuration, training, and customer staffing are required?
- What availability, support, recovery, change, pricing, renewal, and exit terms are contractual?
- Which roadmap items are non-binding, and what happens if a dependency or date changes?
GPS-specific limitation
This checklist is not a GPS capability claim.
Nothing on this page represents that the Ghost Procurement System currently satisfies any checklist item, provides any listed control, integrates with any named system, or holds any authorization, certification, assessment, or compliance status. GPS remains in internal development and is not commercially available.
Start a conversation
Have a future procurement-platform use case?
Share general, non-sensitive workflow priorities to register interest. This is not a request for an available product demonstration or proposal.