Fixed-term engagement
Full procurement spend review
A four-to-six-week reading of one organisation’s invoices and purchase orders, returned as a classified spend map, a findings note, and two briefings.
Who this is for
Finance directors, chief accountants, procurement officers, and municipal or agency buyers who already hold a year of invoices and still cannot answer, without a week of hunting: what did we buy, from whom, and under which desk. The review suits organisations that buy in Georgian lari through a mix of contracts, one-off orders, and the occasional “urgent” exception — typically mid-size companies, city halls, utilities, hospitals, and universities.
It is not a substitute for an audit opinion, a tender, or an investigation. If you already know the category and only want that slice opened, the category study is the shorter route.
What you leave with
A classified extract of the agreed period; a spend map that groups buying by category, supplier, and cost centre; a short findings note in plain language; and two briefing sessions (one at the midpoint, one at the end). The map is delivered as printed boards for the room and as a PDF you can file. We do not keep a live copy that you must log into later.
Scope
We read purchase records for one legal entity, or for a named group of entities that share a chart of accounts, covering twelve or twenty-four months. Credit notes, cancellations, and inter-company charges are kept visible rather than netted away in silence. Foreign-currency invoices are shown in the original currency and in lari at the rate already used in your books — we do not invent a second rate.
Included
- Intake meeting and a written list of the files we need
- Cleaning of supplier names where the same vendor appears under two or three spellings
- A category tree agreed with you, not copied blindly from account codes
- Visual maps of category, supplier, and cost-centre spend
- A note on concentration, off-contract buying, and gaps in the record
- Mid-point and closing briefings, in Kutaisi or at your offices in Georgia
- One round of written questions after the closing briefing, within ten working days
Not included
Software licences, e-procurement configuration, running or scoring tenders, negotiating with suppliers, or staffing your buying desk. We will not present the map as legal advice or as an audit. Work already started on a different entity is a new quote.
Who does the work
Adapterroutepoint’s analysts in Kutaisi, led by the person named on your engagement letter. Classification judgements that need a buyer’s knowledge are taken with your procurement officer in the room, not guessed from a distance.
How the weeks run
- Intake. We agree the period, the entities, and the export format. You send the files or we sit with them on your premises if they cannot leave the building.
- Classification. We build the category tree and resolve supplier duplicates. You see a sample week before we treat the whole year.
- Mapping. Totals, concentration, and the questions the numbers raise.
- Briefing. A midpoint check so a wrong assumption dies early, then a closing session with the map on the table.
Duration and place
Four to six weeks is typical once a usable export arrives. Large municipal files, or records that exist only on paper, take longer; we say so in the quote. Work happens at Level 10, 64 Aghmashenebeli Street, Kutaisi 4600, or at your offices if the records must stay there. Briefings can be held in Georgian or English.
What we need from you
An export of invoices and purchase orders (date, vendor, amount, currency, cost centre, and a description if you have one), a supplier list, the chart of accounts, and a contact who can answer “what is this line?” within a few days. If descriptions are blank, we will need more of that person’s time.
Constraints
We do not accept files that include payroll, medical diagnoses, or student records. If a line is classified, we will ask you to remove it before work starts. Public bodies should tell us which figures are already published so we do not treat open data as a secret.
Price basis
Quoted from the number of invoice lines, the number of legal entities, and whether records are digital or paper. Engagements of this kind start at 4,800 GEL excluding VAT. A written estimate follows the intake call. Travel inside Georgia beyond Kutaisi is billed at cost.
Next step
Write to the studio with the period you care about and a rough invoice count. We reply within two working days with either a scoping time or a clear reason we are not the right desk.