Why Task Management is essential
Procurement processes involve multiple steps, deadlines, and stakeholders. Tracking tasks manually—especially using spreadsheets—can lead to inefficiencies and delays.
With Avrios, you can create, assign, and track procurement tasks directly in the Tasklist tab of each procurement. Tasks can be manually created, grouped by procurement status, or automatically applied using templates for a structured and efficient procurement workflow.
How to create Procurement Tasks
1️⃣ Creating tasks manually
You can add individual tasks for each procurement to ensure all necessary steps are tracked:
1. Go to the “Tasklist” tab within a procurement.
2. Click “Add Task”.
3. Enter the task title.
4. Assign it to a responsible person (optional).
5. Set a due date (optional).
6. Enable “Attachment needed to resolve” if a document (e.g., contract, invoice) must be uploaded before completing the task (optional).
7. Click “Save” to save the task.
💡 Example: A fleet manager assigns a task to issue a fuel card for the newly procured vehicle before it goes into operation.
2️⃣ Creating tasks using templates
For recurring procurement workflows, Avrios allows you to apply predefined task templates to save time.
1. Click “Add tasks from template” in the Tasklist tab.
2. Select the appropriate task template (e.g., “Leasing Procurement,” “Company Cars”).
3. The selected tasks will be automatically added, reducing manual work.
4. Edit tasks if necessary to adjust deadlines or responsibilities.
💡 Example: When acquiring company cars for employees, a “Company Cars” template adds pre-defined tasks like budget approval, driver assignment, branding installation, and fuel card setup.
Learn more here:
🔹 How to Use Task Templates to Automate Workflows
Managing tasks efficiently
1️⃣ Organizing Procurement Tasks by status/stage
To better structure your procurement workflow, tasks can be grouped based on procurement stages:
Offer → Tasks related to offer collection, comparison, and approval.
Delivery → Tasks ensuring the vehicle is prepared for handover.
Registration → Tasks related to vehicle registration and compliance.
All → General procurement tasks not tied to a specific stage.
💡 Example: A fleet manager focuses on Delivery tasks to ensure all required steps are completed before the vehicle arrives.
2️⃣ Marking tasks as Done
Once a task is completed:
Click the checkbox next to the task.
The task will be marked as completed and moved to the “Done” section.
💡 Example: A leasing manager marks the “Sign Lease Agreement” task as done after uploading the signed contract.
3️⃣ Editing & deleting tasks
Each task can be modified or removed at any time:
Click “Edit” to change the task details (title, due date, responsible person).
Click “Delete” to remove the task permanently.
💡 Example: A procurement task for “Confirm Financing Approval” is reassigned from the finance team to the procurement team after an internal process change.
🚀 Summary – Why use Procurement Task Management?
With structured task management in Avrios, fleet teams can improve efficiency, eliminate manual tracking, and ensure a smooth procurement process from start to finish.
Ensure every procurement follows a structured process – No more missed approvals or delays.
Eliminate manual tracking with automated workflows and templates – No need for Excel spreadsheets.
Easily assign responsibilities and due dates – Keep procurements on track.
Use task grouping – Focus on the right procurement stage at the right time.
Stay informed with automated notifications – Get alerts for overdue and upcoming tasks.
📌 Next Steps
Now that you know how to create, manage, and organize procurement tasks, start implementing structured workflows to increase efficiency and reduce manual tracking in your procurement process.
For any questions, visit our FAQ section or contact Avrios Support. 🚀