Promitea keeps track of deadlines for you

For overloaded procurement teams, it’s easy to lose track of deadlines.

One RFQ closes today, and the system shows that all suppliers have already responded.

Another closes tomorrow morning, and two offers are still missing. The system automatically sends a final reminder.

For a third RFQ, you’re waiting for the last supplier’s response. They have requested an extension to the deadline. Do you want to approve it?

For a fourth, a supplier is waiting for your answer to a technical question.

Most buyers try to manage all of this using calendars, notes, spreadsheets, and email folders. But realistically, no single buyer can keep track of everything all the time. Follow-ups, supplier confirmations, reminders, and deadline monitoring are often where things slip through the cracks.

And sooner or later, something gets overlooked.

Promitea keeps track of every deadline, confirmation, reminder, and supplier response for you, so nothing falls through the cracks.

Active RFQs

Promitea helps you manage all of this automatically.

Every time you log in, you immediately see all key activities and the current status of your RFQs in one place.

You can quickly open any sourcing event that needs attention, send a reminder to suppliers, or even shorten the submission deadline if all offers have already been received.

You can also see any questions submitted by suppliers. Then it’s up to you to decide whether to respond to a single supplier or send the answer to all participants because the information is relevant to everyone.

As a result, you no longer need to constantly monitor your inbox or wonder whether someone has already responded, whether a reminder should be sent, or whether a deadline is approaching.

Promitea keeps track of the process, so you can focus on making purchasing decisions.

Tracks all deadlines and the status of offers across active RFQs. The information is automatically available every time you log in.

Documents and Certificates

But Promitea goes even further.

With its document management system, you can require suppliers to provide virtually any type of document — certificates, declarations, insurance confirmations, contracts, compliance documents, and more.

Promitea then automatically monitors document validity, reminds suppliers when a document is about to expire, requests updated versions, and alerts procurement teams whenever an important document is overdue or has already expired.

Instead of manually tracking expiry dates in spreadsheets or calendar reminders, you always know which supplier documents are valid, which are about to expire, and which require immediate attention.

Never miss an expired certificate or compliance document again. Promitea tracks document validity automatically.

Promitea manages all supplier documents for you. Has the supplier uploaded them? Are they still valid? What do they contain?

You can define exactly which documents each supplier must provide, and then leave the administration to Promitea.

The system automatically requests the required documents, tracks whether they have been uploaded, monitors their validity, reminds suppliers when updates are needed, and alerts you if anything is missing, overdue, or expired.

Set the rules once. Promitea handles the follow-up automatically.

When you need information quickly, everything is in one place. You can easily filter data, find what you’re looking for, and use AI-powered analysis to uncover insights in seconds. Instead of searching through emails, spreadsheets, and folders, you have instant access to supplier data, RFQ history, documents, offers, and communications from a single location. Find the information you need in seconds. Analyze it with AI in minutes.

And whenever you need a specific piece of information, it’s just a few clicks away.

You can instantly filter all ISO certificates, review supplier contracts, or search across your entire document database.

Imagine that raw material prices suddenly surge. You need to know which contracts have fixed pricing, which include price adjustment clauses, and which contain provisions for exceptional cost increases. Instead of manually reviewing hundreds of contracts, you simply click AI Analysis.

Within minutes, you receive a complete overview of all relevant contracts, including a summary of key clauses and recommendations on how to respond to the situation.

Nobody enjoys managing documents. And nobody wants to spend hours digging through hundreds of contracts, certificates, and attachments to prepare a consolidated analysis.

Promitea does that work for you. The information you need is always at your fingertips — organized, searchable, and enhanced with AI-powered insights.

Find any document in seconds. Analyze hundreds of contracts in minutes.