ProofTrail runs the whole procurement file, from requisition to payment. Approvals are signed in order, tenders follow the L.I. 2516 thresholds, contracts use the right PPA form, and an audit pack is ready whenever the auditors ask.
These are the questions procurement teams tell us they dread. ProofTrail answers each one from the record.
Requisitions sit on desks and nobody knows who is holding them.
Signatures, minutes and evaluation reports are scattered or missing.
The wrong method or approving authority for the value is found too late.
Invoices are paid before deliveries are verified against the contract.
Watch a sample organisation raise and approve a requisition, run the tender strategy, sign the contract, verify deliveries and sign for assets.
Sandbox access is personal, time-limited and runs on sample data only.
Each person sees only what needs them. Every action sends an email and an in-app notice, and anything can be returned one step with a reason.
Raised on your own form in a short, guided wizard, with scope, estimate and attachments.
Reviewed and signed, or returned to the requester with a reason.
Budget line, account code and commitment confirmed before anything is spent.
Final approval, with the Tender Evaluation Panel memo issued where the value requires it.
Method, estimate and bidders, concurred by the Procurement Manager and the Director of Procurement.
GHANEPS evidence, offers and bidders recorded; the TEP uploads its report and minutes for review.
The right PPA form by threshold, reviewed by Legal and the department, signed by the Head of Entity.
Quantities verified against the contract, then invoice and payment recorded.
Every screen below is the working product, with sample data from a demo entity.
ProofTrail decides who may act at each stage. Nobody signs their own file through, and every signature carries a time, a name and a document fingerprint.
RFQ, NCT, ICT and pre-qualification limits, and Head of Entity, Entity Tender Committee or CTRC approval, applied automatically.
Minor, RFQ, NCT, ICT, health, IT, textbooks, works, technical services, consultancy and framework agreement forms, filled from the file.
Every record as a print-only PDF plus every upload, with a SHA-256 manifest so any later change can be detected.
No tender begins, and no evaluation is accepted, until the Procurement Manager and the Director of Procurement concur.
Incorporation, SSNIT, GRA, VAT and PPA certificates, with expiry dates watched and vendors uploading their own.
The approved contract, the verified delivery and the invoice side by side before payment, with the payee signing for receipt.
Run every purchase the way Act 663 and the PPA expect, with the approvals and thresholds your auditors check.
High-value packages, framework agreements and many contractors, with a clean trail for lenders and boards.
Bring public-sector discipline to private purchasing, so clients and auditors trust your numbers.
Hosting, setup, your branding and training are included. Your data stays separate from every other organisation.
Prices are per organisation per year. Government entities can pay by purchase order. Dedicated hosting on your own web address is available on Enterprise.
The working app is not public. Book a guided demo, or request a personal sandbox key for your team.
A 45-minute online session with a procurement specialist, using your own examples.
A personal key for 14 days on a sample organisation. Approved by our team, usually the same day.
Prefer to talk? Email info@mushallstock.com or call 0540257013, or message us on WhatsApp.
“We built ProofTrail after years of chasing signatures, rebuilding files for auditors and checking thresholds by hand. Every step a procurement team takes should leave proof behind, without extra work.”Founder, ProofTrail. Practising procurement professional
Yes. Book a guided demo, and request a sandbox key for your team. The sandbox runs for 14 days on a sample organisation, with downloads and settings locked.
ProofTrail is a hosted subscription: you never install or maintain software. On Enterprise we run a dedicated copy for you on your own web address, with its own database. The software itself is licensed, not sold.
No. Tenders run on GHANEPS, by email or by hard copy as your strategy says. ProofTrail records the approved strategy, the closing evidence and offers, the TEP report and minutes and their review, so the file is complete.
Yes. Method thresholds and approving authorities follow the Fifth and Second Schedules, and can be updated for your organisation when the law changes.
Yes. Your name, logo, form reference and the titles of your Head of Entity and approvers appear on every form and memo your users print.
Only your organisation's users. Each organisation's records are kept separate in the database, and each person sees what their role allows.
Yes. Approvals, signatures and acceptance work in a phone browser, and the app installs on a phone or desktop like any other app.
Yes. Registers and reports download as Word, Excel or PDF, and audit packs collect every record from requisition to payment.