Simple, transparent pricing

Most districts are up and running in under 5 minutes. Create your district account, invite team members, and configure your policy settings (approval chains, org units, etc.). No IT department involvement required — ProcureTrail runs in your browser and doesn't need any software installation or server setup.

No. ProcureTrail is a cloud-based web application. There's nothing to install, no servers to configure, and no firewall rules to change. Your team accesses it through a standard web browser. The only IT consideration is that your network needs to allow HTTPS traffic, which virtually all school networks already do.

ProcureTrail is built specifically for the workflow Massachusetts district staff already follow — create procurement, log vendor contacts, capture quotes, award, export. Most users are productive within 10 minutes. We provide onboarding support for all districts, including a walkthrough of key features tailored to your team's workflow.

Bulk import is on our roadmap but not yet available. For now, ProcureTrail works best for new procurements going forward. If you need to document historical procurements for audit purposes, you can manually enter them. We're happy to discuss data migration during your demo call.

Start using ProcureTrail immediately with full access to all features. No credit card required. Create test procurements, export sample packets, and see if it fits your workflow before committing. Founding Partner districts also receive 30% off for two years.

ProcureTrail pricing is based on district size, ranging from $2,000 to $8,000 per year. Small districts (under 1,000 students) start at $2,000/year, medium districts (1,000–5,000) at $4,000/year, and large districts (5,000+) from $6,000–$8,000/year. This includes unlimited users, unlimited procurements, and all features. No per-user fees or hidden costs.

Everything. Unlimited users, unlimited procurements, all features — including auto-lane detection, solicitation tracking, vendor quote portal, multi-step approvals, audit packet export, and the vendor directory. One simple annual price based on your district size. No per-user fees, no per-transaction charges, no hidden costs.

Yes. We offer flexible annual agreements. You can cancel at any time and export all your data. Every procurement packet can be downloaded as a complete ZIP file — your data is always yours. We want you to stay because ProcureTrail works for your team, not because you're locked into a contract.

All ProcureTrail data is stored on secure, US-based infrastructure using Supabase (built on PostgreSQL). Data is encrypted at rest (AES-256) and in transit (TLS 1.2+). Your procurement data is hosted in the United States and never leaves US data centers.

Only authorized members of your district can access your procurement data. ProcureTrail uses row-level security to isolate each district's data completely. Your data is never visible to other districts, and role-based access controls (Admin, Purchasing, Approver, Viewer) ensure team members see only what their role permits.

ProcureTrail does not collect, store, or process student personally identifiable information (PII). It's a procurement documentation tool, not a student information system. Since no student data is involved, FERPA compliance concerns don't apply to ProcureTrail's use case.

We follow SOC 2 security principles and are working toward formal certification. Our infrastructure uses bank-level encryption, automated backups, and comprehensive access logging. We're happy to discuss our security practices in detail during a demo call or provide our security documentation upon request.

ProcureTrail supports all three Chapter 30B procurement lanes: simple purchases under $10,000 (sound business practices), quote-lane procurements between $10,000 and $100,000 (3 written quotes required), and formal procurements over $100,000 (sealed bids or RFPs). The system auto-detects the correct lane based on the estimated amount and applies the appropriate documentation requirements.

For quote-lane procurements ($10K–$100K), ProcureTrail tracks every vendor contact attempt in a solicitation log. It monitors how many responsive quotes you've received and won't let you move to the award stage until you have the required documentation. Non-responsive vendors are logged too, so your solicitation record shows the full picture of your outreach efforts.

Yes. ProcureTrail allows you to document cooperative purchasing agreements (such as COMMBUYS state contracts, TIPS/TAPS, or other cooperative arrangements) and record the exemption from competitive bidding requirements. The export packet includes the cooperative purchase documentation for your audit file.

ProcureTrail supports construction-related compliance requirements including prevailing wage documentation, certified payroll tracking, and bond requirement monitoring. For construction projects over $10K, the system prompts for the additional documentation that Chapter 30B and Chapter 149 require.