Without a defined workflow, purchasing decisions may become fragmented. Practitioners may request products through informal messages, employees may compare suppliers using different criteria, and delivery documents may be stored separately from invoices or product records. These gaps can make it difficult to control spending, investigate discrepancies or trace a product after it enters the clinic.

A practical procurement workflow creates a documented path from the initial need to the final archived order. It does not need to be excessively complicated, but it should clearly show who requested the item, why it is needed, which supplier was evaluated, who approved the purchase and what was ultimately received.

Why Clinic Procurement Needs a Defined Process

Procurement affects more than the cost of supplies. It can influence inventory continuity, staff accountability, documentation quality and the clinic’s ability to respond to recalls, delivery disputes or internal audits.

The World Health Organization states in its Procurement Process Resource Guide that effective health-technology procurement supports clear and accountable purchasing, helps organizations obtain appropriate goods and gives health professionals access to quality materials and tools.

Although the WHO guide focuses on health technology, its central principles are also useful when clinics design procurement controls for broader professional supplies.

A structured process helps a clinic answer several important questions:

• Was the purchase based on an actual operational need?
• Was the requested product correctly identified?
• Was the supplier assessed before payment?
• Were commercial and non-commercial criteria compared?
• Did the delivered goods match the approved order?
• Can the relevant records be retrieved later?

Step 1: Create a Standard Purchase Requisition

The process should begin with an internal purchase requisition rather than an informal request to a supplier.

The requisition documents the clinic’s need before quotations are collected. It should be completed by the practitioner, department lead, inventory coordinator or other authorized employee requesting the purchase.

A basic requisition can include:

The requested product should be described precisely. Similar brand names or packaging formats can create avoidable ordering errors. Where applicable, staff should record identifiers such as the model, catalogue number, pack size or manufacturer reference rather than relying on a shortened product name.

The request should also distinguish routine replenishment from a first-time purchase. New products, new suppliers and new devices may require additional review before they enter the purchasing cycle.

Step 2: Review the Need Before Requesting Quotes

An authorized reviewer should confirm that the requisition is complete and justified. This is the point at which the clinic can identify duplicate requests, excess stock or an unsuitable specification before contacting suppliers.

The reviewer may check:

• Whether existing inventory can meet the requirement
• Whether the product is already on an approved purchasing list
• Whether staff have requested the correct quantity and format
• Whether special storage or handling arrangements are available
• Whether the purchase requires clinical, compliance or management approval
• Whether the expected cost falls within the requester’s purchasing authority

For products used in regulated professional settings, the clinic should also determine whether the product and its intended use are permitted in its jurisdiction. Regulatory status can differ between countries, and availability from an overseas seller does not by itself establish that a product may legally be imported, supplied or used locally.

Step 3: Send the Same Request to Each Supplier

When comparing suppliers, each one should receive substantially the same request for quotation. If suppliers are asked different questions, their responses may not be directly comparable.

The request should identify the required product, quantity, delivery destination and requested delivery date. It can also ask the supplier to state:

• Unit and total price
• Currency
• Minimum order quantity
• Stock availability
• Estimated dispatch and delivery schedule
• Shipping and insurance terms
• Payment terms
• Product shelf-life information, where relevant
• Storage and transportation conditions
• Return or discrepancy-reporting procedure
• Documents available with the shipment
• Whether substitutions require written approval

Clinics should avoid evaluating a quotation by unit price alone. A low quoted price can become less attractive after freight, duties, payment costs, minimum quantities or short remaining shelf life are considered.

Step 4: Assess the Supplier Before Approval

Supplier assessment should be proportionate to the product and the risk associated with the purchase. Ordering general office supplies does not require the same due diligence as ordering a device, sterile consumable or product intended for professional treatment.

The clinic should verify the supplier’s legal identity, contact information and ability to provide appropriate commercial documents. For regulated products, the purchasing team may also need to examine manufacturer details, labeling information and documents relevant to the destination market.

Verification should rely on documents and independent checks rather than marketing statements alone. If a supplier claims that a product has a particular authorization, certification or regulatory status, the clinic should request supporting information and confirm it through the appropriate authority where possible.

The assessment may cover:

The outcome should be recorded. A simple approved, conditional or rejected status is often more useful than leaving supplier knowledge in one employee’s inbox.

Step 5: Compare Quotations Consistently

Once quotations have been received, they should be entered into a standard comparison sheet. The decision should reflect the total purchasing requirement, not merely the cheapest line item.

Useful comparison criteria include:

• Exact match with the requested specification
• Total landed cost
• Available quantity
• Remaining shelf life where applicable
• Dispatch and expected delivery time
• Required storage and transport arrangements
• Payment terms
• Documentation completeness
• Supplier responsiveness
• Previous order performance
• Procedure for damaged, missing or incorrect goods

A weighted scoring model can help when several employees are involved. However, the scoring system should not create false precision. Mandatory requirements should remain pass-or-fail conditions. A supplier that cannot satisfy a necessary regulatory, product-identity or storage requirement should not be selected simply because it receives a high overall commercial score.

Step 6: Document Approval and Issue the Purchase Order

After comparison, the selected quotation should be approved by an employee with the appropriate authority. Clinics can set approval levels according to purchase value, product category or operational risk.

The purchase order should reflect the approved quotation and provide a clear reference for receiving and payment. It may include:

• Purchase-order number
• Supplier’s legal and trading details
• Product name and specification
• Approved quantity
• Agreed price and currency
• Shipping charges and other agreed costs
• Billing and delivery addresses
• Required delivery date
• Payment terms
• Storage or transport instructions
• Required documents
• Rules concerning substitutions
• Contact person for order discrepancies

Any later change should be documented. If the supplier proposes a different product, quantity or delivery arrangement, the clinic should review and approve the change before shipment rather than allowing an undocumented substitution.

For teams exploring broader aesthetic supply catalogues, resources such as MJS can be reviewed during the sourcing stage. However, every product and supplier should still pass the clinic’s own verification, regulatory and approval procedures before an order is placed.

Step 7: Verify the Delivery Before Accepting It Into Inventory

Receiving is a control point, not merely a logistics task. The employee accepting the delivery should compare the shipment with the purchase order, packing list and invoice.

The receiving check may include:

• Number of cartons or packages
• Product names and formats
• Quantities delivered
• Visible packaging condition
• Batch or lot details where provided
• Expiry information where applicable
• Manufacturer and labeling details
• Temperature or transport information when required
• Signs of tampering, leakage or damage
• Differences between the order and shipment

Products that appear damaged, incorrect or otherwise questionable should be separated from usable inventory while the discrepancy is investigated. Staff should not remove labels, discard packaging or use the affected goods before the clinic has recorded the issue and determined the appropriate action.

A delivery discrepancy report should identify the order, affected item, quantity, observed problem, photographs or supporting evidence, supplier notification and final resolution.

Step 8: Use Three-Way Matching Before Payment

A simple three-way match compares:

1. The approved purchase order
2. The receiving record
3. The supplier invoice

Payment should normally proceed only when the documents agree or when an authorized person has approved a documented exception.

This control can identify duplicate invoices, unexpected charges, quantity differences and goods billed but not received. It also separates ordering, receiving and payment responsibilities, reducing the likelihood that a single undocumented decision controls the entire transaction.

Small clinics may not have enough employees to separate every role. In that situation, management can introduce compensating controls, such as an independent review of invoices, periodic inventory reconciliation or secondary approval for higher-value purchases.

Step 9: Build a Searchable Order Archive

Procurement records should be stored as a connected order file rather than as unrelated emails and attachments. Each purchase-order number can serve as the reference linking the requisition, quotations, approval, shipment and payment documents.

A complete order file may contain:

• Original purchase requisition
• Supplier quotations
• Comparison and selection record
• Supplier-verification documents
• Approval record
• Final purchase order
• Order confirmation
• Packing list
• Receiving checklist
• Invoice and payment record
• Batch, lot or serial information where relevant
• Delivery-condition records where relevant
• Correspondence about changes or discrepancies
• Credit notes, returns or corrective actions

Records should be searchable by supplier, product, purchase-order number and date. Access permissions, backup procedures and retention periods should reflect applicable legal, accounting, privacy and regulatory requirements in the clinic’s jurisdiction.

Step 10: Review Supplier Performance

Procurement should not end when the invoice is paid. Periodic supplier reviews help clinics identify recurring problems and make better purchasing decisions.

A basic scorecard can monitor order accuracy, on-time delivery, documentation quality, packaging condition, discrepancy resolution and communication. The clinic should record both positive and negative performance rather than relying on memory.

Recurring issues may justify corrective action, conditional approval or removal from the approved-supplier list. Consistent performance may support a more efficient process for routine reorders, although periodic verification should still continue.

Frequently Asked Questions

What is the first document in a clinic procurement workflow?

The process usually begins with an internal purchase requisition. It records what is needed, why it is needed, the required quantity and who made the request before the clinic contacts suppliers.

Should a clinic always choose the lowest quotation?

No. Price is only one consideration. Product identity, supplier verification, total landed cost, documentation, delivery reliability, storage requirements and regulatory suitability may all affect the decision.

What should be checked when an order arrives?

The receiving employee should compare the shipment with the purchase order and packing list. Product identity, quantity, packaging condition and any relevant batch, expiry or transport information should be recorded before the goods enter usable inventory.

How should procurement records be organized?

Records can be grouped under a unique purchase-order number. The file should connect the requisition, quotations, approval, order, delivery check, invoice, payment and any discrepancy correspondence.

Does buying from an international supplier confirm that a product can be used locally?

No. Commercial availability is not the same as local authorization. Clinics should check the applicable importation, supply, professional-use and regulatory requirements in their own jurisdiction before purchasing.

A Better Workflow Begins With One Documented Order

Clinics do not need to redesign every purchasing activity at once. A practical starting point is to select one commonly ordered product category and document its full path from requisition to payment. The team can then identify missing approvals, inconsistent checks and scattered records before applying the improved workflow more broadly.

A well-designed procurement process should make each decision easier to explain and each order easier to trace. Clinic managers can begin by standardizing the requisition, quotation-comparison and receiving forms, then reviewing the workflow with the people responsible for clinical oversight, inventory, purchasing and finance.