inDrive Procurement Guidelines for Suppliers
Content
1. Purpose and Use
2. Glossary
3. Guidelines for Supplier Engagement
- 3.1. Source to Contract (S2C) Process
- 3.1.1. Tenders and Proposals
- 3.1.2. Pricing Principles
- 3.1.3. Supplier Onboarding and Portal Management
- 3.2. Procure-to-Pay (P2P) Process
- 3.2.1. Purchase Orders and Agreement Execution
- 3.2.2. Invoicing
- 3.2.3. Payment practices
- 4.1. Compliance with Laws and Policies
- 4.2. Acting in Good Faith and Communication
- 4.3. Handling Confidentiality and Data responsibly
- 4.4. Protecting Reputation and Brand
1. Purpose and Use
The purpose of these Procurement Guidelines (“Guidelines”) is to provide a clear and transparent overview of inDrive’s general procurement practices and expectations toward suppliers. They are designed to promote fairness, mutual understanding, and operational efficiency across all supplier interactions.
These Guidelines serve as general guidance for procurement processes undertaken by inDrive, including but not limited to supplier onboarding, tendering, pricing, performance management, and the supply of goods, services, and software. These Guidelines are provided solely for informational purposes, they do not create legal obligations and do not constitute an offer or a legally binding agreement between inDrive and any potential supplier. Compliance with or reference to these Guidelines does not entitle any potential supplier to receive business opportunities, compensation, or any form of preferred status with inDrive.
inDrive reserves the right to amend, update, or withdraw these Guidelines at its sole discretion and without prior notice. Any binding commitments, rights, or obligations between inDrive and a supplier shall arise only under a duly concluded Agreement.
In the event of any inconsistency between these Guidelines and the terms of a specific Agreement, the terms of that Agreement prevail.
2. Glossary
The below terms and definitions are provided for clarity and reference only:
"inDrive" – the specific inDrive legal entity that may engage with a supplier for the procurement of goods, services, or licensing of software, as explicitly identified in a purchase order, scope of work, and Agreement.
"Supplier" – an individual or legal entity that may provide goods, services, or software to inDrive.
"Supplier Portal" – the inDrive-designated web-based platform used for informational purposes, providing policy updates, and other general procurement-related activities. It serves as the primary channel for information management between inDrive and its suppliers.
"ZIP Portal" - the platform based on ZIP software used for supplier onboarding, direct communication, and operational procurement-related activities. The ZIP Portal is the primary channel for communication management between inDrive and its suppliers.
“Supplier Form” - a preliminary intake form available on the Supplier Portal used by inDrive to collect basic company information and assess the potential alignment of a supplier's services with current business needs.
"Confidential Information" – non-public information disclosed by inDrive to suppliers in the course of cooperation, whether orally, in writing, or by other means, as specified in the Agreement or a non-disclosure agreement.
"Agreement" – a framework or a one-time agreement that is concluded between inDrive and a supplier to establish legal and commercial terms for cooperation.
"Scope of Work" or "SOW" – a project-specific document that may be signed between the parties as a part of the Agreement, describing the specific commercial terms, such as specifics of works or services, deliverables, project objectives, timelines, milestones, pricing, performance standards, acceptance criteria, and reporting requirements.
"Purchase Order" or "PO" – a document issued by inDrive to the supplier, typically via the Supplier Portal. Purchase Orders are typically applied as follows:
- Each PO has a unique identification number, which the supplier is expected to reference in related documents (such as invoices or delivery notes) to ensure proper tracking and timely payment.
- A valid, issued PO is required before services begin or goods are shipped.
"Deliverables" – tangible or intangible work products, goods, materials, software, reports, data, or other items that suppliers may provide to inDrive under an Agreement and/or Scope of Work.
3. Guidelines for Supplier Engagement
3.1. Source-to-Contract (S2C) Process
3.1.1. Tenders and Proposals
inDrive is committed to building a diverse base of qualified partners and utilizes various channels for supplier identification. The primary way for potential partners to introduce themselves is by registering on the Supplier Portal, where suppliers can submit the Supplier Form for inclusion in our database of potential vendors. Submission of the Supplier Form shall not be construed as a commitment by inDrive to initiate communication, nor does it guarantee participation in any procurement activities or future business opportunities.inDrive may initiate targeted searches. When inDrive issues a Request for Proposal (RFP), Request for Quotation (RFQ), or any other bid request, it serves as an invitation for suppliers to submit proposals and does not constitute a contractual offer.
Such requests do not create any obligation for inDrive to enter into an Agreement.
Suppliers are expected to bear all costs and expenses related to preparing and submitting their proposals. inDrive shall not be responsible for any such costs, regardless of the outcome of the selection process.
3.1.2. Pricing Principles
The following principles generally apply to pricing and commercial proposals submitted to inDrive:Competitive and Transparent Pricing
Suppliers are expected to ensure that all prices, fees, and rates provided to inDrive are competitive and free from hidden fees, commissions, or surcharges. Quoted prices should reflect the full and final cost of the specified goods, services, or software.
Price Fixation
All prices specified in an executed Agreement, Scope of Work (SOW) and/or issued Purchase Order are considered fixed for the duration of that order or for the period explicitly agreed upon. Suppliers should avoid increasing prices during this period unless formally approved by inDrive in writing.
Currency and Taxation
Unless otherwise stated in the Agreement, PO or SOW, pricing should be quoted, and invoices issued, in the local currency of the country where the Agreement is performed (e.g. destination of goods delivery or primary place of service provision).
Applicable taxes (such as Value Added Tax (VAT), Goods and Services Tax (GST), or sales tax) must be itemized separately on all quotations and invoices, rather than being included in the base price of goods or services.
Right to Cost Verification
For any engagements involving pass-through costs, reimbursement of third-party expenses, or cost-plus pricing models, inDrive may request reasonable documentation to verify such costs.
This may include, but is not limited to, copies of original third-party invoices, detailed cost breakdowns (“open book” accounting), or other evidence of expenditure.
Suppliers are expected to provide such documentation promptly when requested to ensure timely processing of payments.
3.1.3. Supplier Onboarding and Portal Management
As a part of inDrive’s standard procurement process, all potential suppliers are required to complete the self-registration and onboarding process through the designated ZIP Portal.Suppliers must provide and maintain accurate, complete, and up-to-date information in the ZIP Portal, including legal entity details, contact information, required tax certifications, and valid banking details for payment processing.
Failure to maintain accurate and complete information may result in delays or issues with processing, including payment delays.
inDrive performs compulsory KYC checks for all potential suppliers before cooperation is confirmed.
Any changes to supplier information available on the ZIP Portal, such as banking details, must be promptly communicated to inDrive through one of the following channels:
• Self-service Update: suppliers may update their information directly through the ZIP Portal, following the platform’s security and verification procedures.
• Formal Notification: suppliers may also submit a signed letter on official company letterhead to the inDrive Procurement team, accompanied by supporting documentation confirming the new details.
The ZIP Portal serves as the primary communication management platform between inDrive and suppliers. However, use of the ZIP Portal does not replace any formal notice requirements stipulated in a signed Agreement between inDrive and the supplier.
3.2. Procure-to-Pay (P2P) Process
3.2.1. Purchase Orders and Agreement Execution
As a general rule, suppliers should begin work only after receiving a valid Purchase Order (PO) issued by inDrive.Any exceptions to this rule must be expressly authorized in writing by inDrive.
3.2.2. Invoicing
Invoicing Procedure
Invoices must be prepared and submitted in accordance with the official “How to Invoice” guide, available on the Supplier Portal.
Each invoice must clearly reference the unique Purchase Order number under which the goods, services, or software are provided.
Invoices should be submitted electronically to the designated inDrive Accounts Payable department at the official email address: accounts.payable@indrive.com.
3.2.3. Payment Practices
The payment timelines for all valid and undisputed invoices are typically specified in the applicable Agreement, Scope of Work (SOW), and/or Purchase Order (PO).The payment period starts from the date a correctly formatted and undisputed invoice is received by the Accounts Payable department, unless otherwise agreed in a written form.
Suppliers cannot unilaterally modify or amend the agreed-upon payment terms.
Bank Fees
Each Party shall bear its own banking and transaction fees related to payments.
inDrive will not reimburse any fees charged by the supplier’s bank or any intermediary banks in connection with the supplier’s receipt of payment.
Reviews and Clarifications
To the extent permitted under the applicable law, inDrive may withhold payments for disputed amounts or for goods, services, or other deliverables that do not meet agreed requirements until the issue is resolved.
4. Suppliers’ Conduct
4.1. Compliance with Laws and Policies
inDrive expects all suppliers to comply with all applicable laws and regulations.This includes, among others, compliance with tax, labor, anti-corruption, and environmental requirements.
Suppliers are also expected to adhere to inDrive’s internal policies shared with them, such as the inDrive Supplier Code of Conduct.
Updates to such policies will be communicated and published on the ZIP Portal and/or on the Supplier Portal.
4.2. Acting in Good Faith and Communication
Suppliers are expected to engage with inDrive openly, honestly, and transparently.This includes fair negotiations and providing timely updates regarding any potential issues, delays, or challenges that may affect performance of the Agreement.
4.3. Handling Confidential Information and Data Responsibly
During cooperation with inDrive, suppliers may gain access to inDrive’s Сonfidential information.They are required to handle such information with due care, not disclose it without inDrive’s prior written authorization, and use it solely for the purposes agreed upon under the relevant engagement.
When processing or handling inDrive’s data, suppliers are expected to follow inDrive’s Information Security Policy and, where applicable, recognized international standards such as ISO 27001.
4.4. Protecting Reputation and Brand
Suppliers must act in ways that do not harm inDrive’s reputation, brand, or goodwill.They should not use inDrive’s name or trademarks in any public communications, promotional materials, or marketing activities without inDrive’s prior written approval.
5. Updates and general information
These Guidelines may be updated or amended by inDrive from time to time. They are provided for informational purposes only and do not create any legal rights or obligations.
Binding commitments, rights, and obligations arise only under duly concluded Agreements and Scopes of Work (SOWs).
For any questions or communications regarding these Procurement Guidelines, please contact the inDrive Procurement team at: procurement-team@indrive.com.