Iguality maintains complete and accurate records for all procurement activities to ensure transparency, accountability, and compliance with legal and donor requirements. Proper documentation supports audits, enables oversight, and provides a clear record of all procurement decisions.
All invoices, receipts, and purchase approvals are recorded in Airtable and linked to the corresponding procurement transaction. Supplier contracts and service agreements are stored securely in Google Drive, with access restricted to authorized staff. Banking transactions are processed through BBVA and reconciled automatically via Fintable to ensure accuracy and traceability.
For medium, large, or exceptional purchases, a written justification must be attached to the procurement record. This justification includes:
- Supplier selection: The rationale for choosing the supplier.
- Comparison of offers: How pricing, quality, and service options were evaluated.
- Value assessment: How the purchase represents value for money for Iguality.
All procurement documentation is retained for a minimum of seven years or longer if required by donors or legal regulations, ensuring accountability and compliance over time.