PQQ Module: Process Flow and Frequently Asked Questions

Overview

The PQQ module in Onos helps organisations manage subcontractor and supplier pre-qualification in a structured and auditable way.
It allows internal teams to issue secure PQQ invitations, collect supplier information and supporting documents, review submissions, approve completed PQQs, or return them for update where further information is needed.
This helps reduce manual administration, improves consistency across supplier onboarding, and gives teams a clear record of what has been submitted, reviewed and approved.

Typical PQQ Process Flow

1. Select the relevant PQQ template

The process starts by selecting the correct PQQ template for the supplier or subcontractor. Templates can be configured to capture the information required for different supplier types, approval processes or business requirements.
A PQQ template may include sections such as:

• Company details
• Documentation
• Health and Safety
• Environmental
• Quality
• Human Resources
• Attachments
• Sign-off

2. Invite the supplier or subcontractor

Once the correct template has been selected, the supplier can be invited to complete the PQQ.
The supplier receives a secure email invitation containing the PQQ reference, template name, project or site details and a link to complete the questionnaire.
The supplier does not need a full Onos user account or password to complete the PQQ. They access the form through a secure verification process.

3. Supplier verifies access and completes the PQQ

When the supplier opens the invite link, they are asked to verify their access using a code sent to their email address.
Once verified, they can complete the PQQ form, answer the required questions, upload supporting documents and submit the PQQ for review.
Mandatory fields and required attachments can be used within the template to help ensure key information is provided before the PQQ is submitted.

4. Internal team reviews the submission

Once the supplier submits the PQQ, the relevant internal reviewer or approver receives a notification that the PQQ is ready for approval.
The reviewer can open the PQQ, check the submitted information and documents, and decide whether it can be approved or needs to be returned for update.

5. Approve or reopen for further information

If the PQQ is complete and acceptable, it can be approved.
If information is missing, unclear or incorrect, the PQQ can be reopened and returned to the supplier. The supplier receives a notification confirming that the PQQ has been reopened and can then update and resubmit the same PQQ.
This creates a clear feedback loop between the internal reviewer and the supplier, while maintaining a record of the PQQ status and review process.

Frequently Asked Questions

1. Does the supplier need an Onos account to complete a PQQ?

No. The supplier does not need a full Onos user account or password to complete a PQQ.
They are sent a secure invite link by email or SMS. When they access the link, they verify their identity using a code sent to their email address. Once verified, they can complete and submit the PQQ.
This makes the process easier for external subcontractors and suppliers while still keeping access controlled.

2. What happens if a supplier submits a PQQ with missing or incorrect information?

If a supplier submits a PQQ with missing, expired or incorrect information, the reviewer can reopen the PQQ and return it for update.
The supplier does not usually need a new invite link. They can use the existing process to access the PQQ, make the required changes and resubmit it.
Examples of information that may need to be corrected include:

• Missing insurance documents
• Expired certificates
• Incomplete company details
• Missing subcontractor questionnaires
• Unanswered compliance questions
• Incorrect or unclear uploaded documentation

When reopening a PQQ, it is good practice to provide clear feedback so the supplier understands exactly what needs to be amended before resubmitting.

3. Can attachments such as insurance documents be made mandatory?

Yes. Attachment questions can be made mandatory within the PQQ template. There is a checkbox at the question level which can be applied.
This is useful for documents that must be provided before a supplier can be reviewed or approved, such as:

• Public liability insurance
• Employers’ liability insurance
• Professional indemnity insurance
• Subcontractor questionnaires
• Health and safety policies
• Accreditations or certificates
• Environmental or quality documentation

When an attachment is mandatory, the supplier must upload the required document before submitting the PQQ. This helps reduce incomplete submissions and saves time during the review process.

Updated on: 14/07/2026