Use cases

Purchase orders

Route purchase orders through internal approvals before they reach the supplier.

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How it works

01
Procurement prepares the order.
02
Approvers act in order.
03
The supplier acknowledges.
04
The record is kept with its audit trail.

Procurement

Route purchase orders and supplier agreements through internal approvals and supplier signature.

Signing order

Define the exact order in which approvers and signers act, and WQ3 enforces it.

Integrations

Connect WQ3 to ERP, HR, CRM, productivity and storage systems, or build a custom integration.

Common documents

Purchase order

Prepared, sent and signed entirely in WQ3.

Change order

Prepared, sent and signed entirely in WQ3.

Delivery acknowledgement

Prepared, sent and signed entirely in WQ3.

How WQ3 helps

Ready templates

Purchase orders with fields ready for the supplier.

Live tracking

See who signed and who is late, with automatic reminders.

Legal proof

A timestamp, document fingerprint and completion certificate for every document, aligned with Law 15 of 2004.

Make the order unambiguous before sending

Before signing begins, review the purchase order as a complete commercial record: supplier name, item descriptions, quantities, agreed prices, delivery location and payment terms. If it relies on a quotation or an earlier agreement, include a clear reference so reviewers understand the basis of the purchase.

This check matters because WQ3 documents are locked once sent. Resolve outstanding questions about specifications or dates before that point, and state what the supplier’s signature means: acknowledging receipt, accepting the order’s terms or agreeing to a delivery date.

Separate identity from purchasing authority

Knowing who signed does not necessarily establish their authority to commit an organisation. As part of your procurement process, identify who checks the requirement, who authorises the spending commitment and who can sign for the supplier. Include the relevant role or authorisation reference in the document where needed.

WQ3 offers electronic signature, remote signing and token signing, with a different level available for each signer in the same document. Choose according to the order’s value, purpose and organisational requirements. Use the eKYC account-verification add-on when identity checks are needed; it does not replace checking someone’s authority to represent the business.

Document changes without obscuring the original agreement

If quantities, prices or delivery terms change after signing, do not treat an edited copy of the completed order as a routine update. Prepare a change order that references the original and identifies the revised terms, including whether everything else remains unchanged. This gives later reviewers a clear account of the original agreement and its amendment.

Keep the completed change order alongside the original purchase order and their respective signing records. WQ3’s document fingerprint reveals file changes, but it does not explain their commercial purpose. The amendment itself should state the reason, effective date and parties whose agreement is required.

Connect the purchase record to evidence of fulfilment

When reviewing a completed order, distinguish evidence of agreement from evidence of performance. A signing record can show who signed and when; it does not by itself prove that goods arrived, met specifications or were paid for. Keep delivery acknowledgements and other relevant operational documents with the purchase record.

For authenticity checks, WQ3’s public verification page lets reviewers check the file fingerprint and see signer names, signature levels and timestamps without an account. Reviewers can reach it using the QR code or reference. These records support internal review, while legal validity depends on meeting applicable legal conditions, not simply on having a signature.

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