REQVERADECISION FLOW OS
Submission readiness

Draft complete is not the same as submission ready.

Submission readiness is a decision state. A team should be able to see which buyer requirements are covered, which material claims have approved proof, what remains blocked and which exact candidate will enter the final human-controlled portal review.

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Readiness is not a percentage. It is a coherent release state.

The useful question is whether the current requirements, evidence, blockers and exact candidate are aligned strongly enough for the team to proceed to the final human portal review.

Readiness model

Five conditions make “ready” meaningful.

01

Coverage

Ready whenCurrent buyer requirements are represented clearly enough to test coverage and change.
02

Evidence

Ready whenMaterial claims point to approved, applicable proof rather than memory or unrelated files.
03

Blockers

Ready whenEvery unresolved gap is named, owned and tied to one next action.
04

Exact candidate

Ready whenThe file set about to leave the team is the file set that was actually checked.
05

Human portal review

Ready whenBuyer-portal validation and the final submission decision remain deliberate human steps.
Decision states

Use states that say what happens next.

HOLDDo not release

A material condition is unresolved and has a named next action.

REVIEWDecision needed

The team has enough information to review, but not enough to clear.

CLEARProceed to human release

The current candidate has passed the defined control checks.

Release conditions

Ready means the release conditions are satisfied.

Use these checks with the buyer’s instructions and your own approval policy. They are team controls, not claims that REQVERA automates every step.

01

Authority and coverage

Proposal ownerConfirm the current buyer pack and amendments. Reconcile mandatory requirements, response locations and outstanding clarifications; a missing mandatory item remains a blocker.
02

Proof and approvals

Evidence and decision ownersCheck claim wording against current applicable evidence. Resolve conflicting or expired proof. Record the person authorised to approve exceptions and the version their decision covers.
03

Commercial offer and signatures

Authorised commercial reviewerReconcile the pricing workbook, totals, assumptions, validity period and contractual qualifications with approved terms. Confirm required signatures and signing authority; do not treat a complete narrative as commercial approval.
04

Forms and attachments

Package ownerVerify every required form, attachment, filename, file type, size limit and packaging instruction. Open the exported files to confirm legibility, populated fields and the approved versions.
05

Deadline and portal

Authorised submitterConfirm the deadline and timezone from the current buyer source, required portal access and any upload or validation steps. Leave time for failed uploads and corrections. A local readiness decision does not mean the portal has accepted the bid.
06

Exact candidate and receipt

Release ownerIdentify the final file set, preserve the approval record and recheck affected controls after any material change. After human submission, retain the buyer confirmation and reconcile it with the uploaded candidate.
Decision example

A missing signature cannot be averaged away.

A bid has complete responses, current proof and approved pricing, but its required declaration is unsigned. The release state remains HOLD: the authorised signer owns the next action. Once the signed form is added, verify the new package and its approvals. CLEAR then means the defined candidate checks have passed; the human portal review and actual submission remain separate steps.

Use the seven-stage release checklist to record the evidence behind each decision. If buyer authority changes, follow the amendment impact chain before carrying an earlier approval forward.

Release boundary

“Draft complete” is an input to readiness, not the readiness decision.

Completing the writing work does not automatically validate the evidence, amendment state or final file set.

NextUse the release checklist to walk the seven control questions in order.
Explore by need

Keep the next control question clear.

The resource hub is organised by buyer task, not by page type. Move sideways only when the question changes.

01 · Control the release

Current path

Final bid controlSubmission readinessRelease checklist
02 · Decide & comply

Decide & comply

Bid / no-bid decisionCompliance software vs final controlLocal-first bid control
03 · Product & assurance

Product & assurance

Product proofSecurity & trustAI RFP decision brief + evidence labWriting software vs final control