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How To Add Submit Proof of Performance and Submit For Approval

Brian

Before your company can be paid for a completed engagement or deliverable(s), you may be required to submit Proof of Performance (PoP) documentation (this can also be called Proof of Execution or PoE). SpotSource automates this process for some clients to ensure compliance, transparency, and alignment with your client’s internal requirements.

Here’s a step-by-step guide to help you upload your proof and get it approved on their instance of SpotSource:

What Counts as “Proof of Performance”?

Depending on your client’s internal guidelines, acceptable proof may include:

  • A final deliverable or report (PDF, PPT, DOC, etc.)

  • Screenshots of work completed

  • A signed timesheet or status update

  • A milestone or completion certificate

  • Signed work acceptance form

Please use your client's definition for what constitutes an appropriate Proof of Performance. If you are not sure, make sure to ask you client.

Step-by-Step: Uploading & Submitting for Approval

  1. Login to SpotSource

    • Go to your client's login link or login at management.spotsource.com with your credentials.

  2. Navigate to Your Project or Bid engagement

    • From your landing page, click on the “My Projects” left navigation.

    • Locate and open the project or bid you’ve completed work for.

  3. Click "Submit PoP"

    • Under the “Submit PoP” or "Submit PoE" section, go to a Collection and click the "Add a Proof of Performance" button.

    • You will add Proof of Performance to a Collection. Each Collection can reference a line item from your Purchase Order (PO) and should correspond with an invoice and related deliverables agreed with your client. You can add multiple Collections over the life of your project or bid depending on how you are breaking out deliverables and/or invoicing your client.

  4. Upload Supporting Files

    • Click to upload documents, you will be able to drag and drop them or select them from your files.

    • You can include a brief description of what each file represents.

      Add PoP Collection.png

  5. Make sure your Proof of Performance Collection is tied to a Purchase Order

    • Your PoP Collection must be tied to an approved Purchase Order (PO). If your PO has multiple lines to it, you should specify which lines this Collection satisfies.

    • You can also specify your invoice amount (optional) if you know it.

  6. Submit for Approval

    • Once your documentation is complete, click “Submit for Approval.”

    • You will receive an email confirmation that your documents are approved or rejected.

    • If your collection is rejected, the client will include a note about what needs to change before you resubmit the Collection.

Please let us know if this helps you or if you have additional questions around the PoP process.

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