Inquiry to Delivery -- The Full Trading Cycle

Overview

This is the core workflow of Tawridy -- the end-to-end journey from the moment a customer asks "Can you supply this?" to the moment goods are delivered, invoiced, and paid. Every module in the platform plays a role in this cycle. Understanding this flow is essential for configuring Tawridy correctly and training your team to use it effectively.

The full cycle typically spans 2-6 weeks depending on whether items are locally stocked or imported, and whether the customer is a private company or government entity. Each step below identifies the module responsible, the key actions, and tips for a smooth transition to the next step.

The Full Cycle at a Glance

  SALES SIDE                    PROCUREMENT SIDE                 OPERATIONS
  ----------                    ----------------                 ----------

  Customer Inquiry              Create RFQ                       Track Shipment
       |                            |                                |
       v                            v                                v
  Review & Confirm              Publish to Suppliers             Receive Goods (GRN)
       |                            |                                |
       v                            v                                v
  ................              Collect Quotes                   Invoice Matching
  :  Wait for   :                   |                            (3-way match)
  :  supplier   :                   v                                |
  :  pricing    :              Compare & Score                       v
  ................                   |                           Payment Approved
       |                            v                                |
       v                       Award Best Quote                      |
  Create Customer                    |                               |
  Quotation  <--- cost + margin ----+                                |
       |                            v                                |
       v                       Create PO --> Approve --> Send        |
  Send to Customer                                                   |
       |                                                             |
       v                                                             |
  Customer Accepts                                                   |
       |                                                             |
       v                                                             |
  Customer Invoice  <---------------  Delivery Confirmed  <----------+
       |
       v
  Collect Payment

Step-by-Step Walkthrough

Step 1: Customer Sends Inquiry

Module: Sales > Inquiries

The cycle begins when a customer requests a quote for products or services. Tawridy accepts inquiries from four channels: manual entry by your sales team, incoming email (auto-parsed), WhatsApp messages (including voice notes and image attachments), and the self-service customer portal. The AI engine parses unstructured messages into structured line items -- extracting product names, quantities, specifications, and delivery requirements -- so your team does not need to re-type anything.

TIP

Enable all intake channels from day one. GCC customers communicate on WhatsApp as often as email. If you only monitor email, you will miss inquiries and lose deals to faster competitors.

Step 2: Review Inquiry

Module: Sales > Inquiries

Before sourcing, review the parsed items with the customer. Confirm product descriptions are correct, quantities match, specifications are complete, and the delivery timeline is realistic. For AI-parsed inquiries, check the confidence score on each line item -- anything below 85% should be manually verified.

WARNING

A wrong quantity at the inquiry stage cascades through the entire cycle: wrong RFQ, wrong quote, wrong PO, wrong delivery. Spend the extra five minutes to verify before proceeding.

Step 3: Create RFQ from Inquiry

Module: Procurement > RFQs

Click "Convert to RFQ" on the inquiry. Line items are pre-populated from the inquiry, saving data entry. Select which suppliers should receive the RFQ -- you can choose manually from your Approved Vendor List (AVL) or use Tawridy's AI supplier suggestions, which recommends vendors based on category match, historical pricing, response rates, and delivery reliability. Set the bidding deadline and delivery date.

TIP

Always invite at least 3 suppliers per RFQ to ensure competitive pricing. For high-value items (above AED 50,000), consider 5 or more. The system warns you if fewer than 3 are selected.

Step 4: Publish RFQ to Suppliers

Module: Procurement > RFQs

Click "Publish & Distribute". The RFQ is sent to each supplier via their preferred channel: email with a PDF attachment, WhatsApp with a portal link, or directly into their supplier portal inbox. Each supplier sees only their own copy -- they cannot see who else was invited or what others quote.

Step 5: Collect Supplier Quotes

Module: Procurement > Quotes

Suppliers respond through the portal, by replying to the email, or by sending a WhatsApp message (including screenshots of their price lists, which Tawridy's AI OCR engine extracts into structured pricing). Monitor the Response Tracker to see which suppliers have viewed, started, or submitted quotes. Send one-click reminders to non-responders as the deadline approaches.

TIP

If a supplier sends a handwritten quote or a screenshot of a price list via WhatsApp, Tawridy's AI OCR can extract the data. Review the parsed output for accuracy before including it in the comparison.

Step 6: Compare Quotes

Module: Procurement > Quotes > Comparison Matrix

Once quotes are in, use the Comparison Matrix to evaluate them side by side. The matrix scores each supplier on unit price, total price, delivery time, payment terms, compliance with specifications, and historical reliability. Landed cost calculations (product cost + freight + customs + insurance) give you the true cost comparison. Anomaly flags highlight quotes that are suspiciously low (potential quality risk) or significantly higher than the average.

Step 7: Award Best Quote

Module: Procurement > Quotes

Select the winning supplier and click "Award". Tawridy sends an award notification to the winner and a regret notification to unsuccessful bidders (optional but recommended for maintaining supplier relationships). For split awards across multiple suppliers, award individual line items separately.

Step 8: Create Purchase Order

Module: Procurement > Purchase Orders

The awarded quote auto-generates a PO draft. Review the PO details: supplier, items, quantities, unit prices, delivery terms (Incoterms), payment terms, and delivery address. If the PO exceeds your approval authority, submit it for approval through the configured approval workflow.

Step 9: PO Approved and Sent to Supplier

Module: Procurement > Purchase Orders

Once approved, the PO is finalized with a sequential number (e.g., PO-2026-0089). A bilingual PDF (English/Arabic) is generated and sent to the supplier via WhatsApp and/or email. The supplier confirms receipt and acceptance through the portal or by replying.

TIP

Enable PO acknowledgment tracking. If a supplier has not acknowledged within 48 hours, the system sends an automatic follow-up. Unacknowledged POs are a common source of delivery delays.

Step 10: Track Shipment

Module: Operations > Shipments

For imported goods, create a shipment record linked to the PO. Enter carrier details, tracking numbers, and expected arrival dates. Tawridy tracks the shipment through key milestones: shipped, in transit, customs clearance, arrived at port, delivered to warehouse. For local purchases, this step may be as simple as recording the expected delivery date.

Step 11: Receive Goods (GRN)

Module: Operations > Goods Receipt

When goods arrive, create a Goods Receipt Note. The GRN records what was actually received versus what was ordered. Run the category-specific inspection checklist (packaging integrity, specification conformance, quantity count) and mark each line item as accepted, partially accepted, or rejected. Attach photos of any damage.

WARNING

Never skip the inspection checklist. Accepting uninspected goods breaks the quality audit trail and may result in defective materials reaching a project site. Rejected items automatically trigger a return request to the supplier.

Step 12: Invoice Matching (3-Way Match)

Module: Operations > Invoices

When the supplier invoice arrives, the system performs a 3-way match: PO (what was ordered) vs. GRN (what was received) vs. Invoice (what the supplier is billing). All three must agree on quantities and pricing within configurable tolerances. Discrepancies are flagged for resolution before payment is approved. This is the primary control preventing overpayment.

Step 13: Create Customer Quotation

Module: Sales > Quotations

Now that you know your actual cost from the supplier, build the customer quotation. The sell price is calculated as: supplier cost + landed costs (freight, customs, handling) + your margin percentage. Customer-specific margin rules and payment terms are auto-applied from the customer record. If the calculated margin is below the minimum threshold, the quotation is routed for management approval before sending.

Step 14: Send Quotation to Customer

Module: Sales > Quotations

Generate a bilingual PDF quotation (English/Arabic) with your company branding, itemized pricing, payment terms, validity period, and delivery timeline. Send it via email or WhatsApp. The customer can accept, request revisions, or reject through the portal.

TIP

Set quotation validity to 7-14 days for imported items where supplier pricing may fluctuate. For locally stocked items with stable pricing, 30 days is standard in the GCC market.

Step 15: Customer Accepts -- Invoice and Collect Payment

Module: Sales > Invoices

When the customer accepts, convert the quotation to a customer invoice. Track payment against the invoice based on the agreed terms (advance, on delivery, net 30, etc.). The cycle is complete when payment is received.

Module Responsibility Map

Step	Module	Key Action
1-2	Sales > Inquiries	Capture and validate customer request
3-4	Procurement > RFQs	Source from suppliers
5-7	Procurement > Quotes	Evaluate and award
8-9	Procurement > Purchase Orders	Formalize the purchase
10	Operations > Shipments	Track delivery logistics
11	Operations > Goods Receipt	Inspect and accept goods
12	Operations > Invoices	3-way match and approve payment
13-14	Sales > Quotations	Price and present to customer
15	Sales > Invoices	Bill the customer and collect

Key Metrics to Monitor

• Inquiry-to-Quote Time: How long from receiving the customer inquiry to sending the quotation. Target: under 48 hours for standard items.
• RFQ Response Rate: Percentage of invited suppliers who submit quotes. Below 50% indicates your AVL needs attention.
• Quote-to-Order Conversion: Percentage of quotations the customer accepts. Industry benchmark in GCC trading: 25-40%.
• PO-to-Delivery Time: From PO issuance to goods received. Track by supplier to identify consistently late vendors.
• 3-Way Match Rate: Percentage of invoices that pass automatic matching without manual intervention. Target: above 85%.