Procure-to-pay for mid-market finance teams
ProcureDesk is procure-to-pay software built for mid-market finance teams. It controls spend at the purchase order, before invoices arrive, covering purchase requests, approvals, POs, receiving, 3-way matching and accounts payable in one system.
Founded in 2018 in Cincinnati, Ohio. More than 500 companies run on it today, pricing is transparent, and it syncs both ways with QuickBooks, Sage Intacct, NetSuite, Microsoft Business Central, SAP HANA and Unanet.
Connected to the ERP your finance team already runs
Plus SAP HANA, Unanet and 200+ punchout catalogs. See them all on the ProcureDesk integrations directory
What ProcureDesk does
Six modules covering the whole path from someone asking to buy something to the money leaving the building. Take them together, or start where it hurts most.
Procurement and purchase orders
Someone needs something, so they ask through a form or one of 200+ punchout catalogs. The budget gets checked before anyone says yes, and the request lands with whoever is accountable for that money. Approve it and the PO writes itself, so finance sees the commitment while the vendor is still loading the truck. That is the whole of how our procurement module works.
AP automation
Invoices arrive and match themselves against the PO and the receipt. What reconciles posts to your ERP as a bill. What does not gets flagged, so your team works the exceptions instead of the entire pile, which is the point of AP automation paired with 3-way matching.
Inventory
Stock tracked by location, reordered from the same place you do the buying. Receiving writes the quantities back automatically, so the number on your shelf and the number in your books stop disagreeing.
Contracts
Every vendor agreement sits next to the POs and invoices it governs. Your team checks the rate you actually negotiated before they buy, and sees the renewal date before it renews itself.
Expenses
Out-of-pocket spend runs through the same approval rules as everything else, receipts attached. One policy, one audit trail, and no separate system for the spend that happens to start on someone's personal card.
Virtual and physical cards
Issue a virtual card tied to an approved PO and capped at the approved amount, or hand a physical card to the people who need one. Either way the spend is capped before it happens, and every charge finds its own way back to a purchase order.
What customers measure after go-live
| Customer | Industry & size | ERP | Measured result | Source, last updated |
|---|---|---|---|---|
| myDNA | Biotechnology, 51–200 employees | NetSuite | Month-end AP close 7–8 days → 3 days 30% faster AP processing; 10–20% more transactions with no added headcount | myDNA case study, 28 Jul 2026 |
| Aeon | Nonprofit affordable housing, 58 properties, 50+ entities | Sage Intacct | 200-invoice approval backlog cleared ~500 invoices processed weekly without manual chasing; implementation rated 10/10 by the Controller | Aeon case study, 14 Sep 2026 |
| Coast Flight | Aviation, under 200 employees, 3 locations | QuickBooks | 25–35% of invoice processing time returned Purchasing centralised across 3 sites; AP stopped working weekends to close | Coast Flight case study, 28 Jul 2026 |
| Metabolon | Biotechnology, 200+ employees, Morrisville NC | Sage Intacct | Month-end close 5–6 days → 3–4 days Reclassification errors cut from dozens to nearly zero; FP&A now reviews spend before approval | Metabolon case study, 28 Jul 2026 |
Our implementation lead said, ‘give it to me, I’ll get it set up for you,’ and it was ready for us to start looking at and testing. We were kind of looking at each other like, this is too good to be true.
We're seeing 30% faster AP processing and reduced our month-end close from 7–8 days to just 3 days.
ProcureDesk saves us 25% to 35% of the time that we used to spend on processing invoices, which is huge.
Before ProcureDesk, month-end close took 5–6 days. Now we're done in 4, and sometimes even 3. The improved visibility and approval workflows have made a huge difference.
Companies that run on ProcureDesk
A sample of the companies running ProcureDesk today.
What makes ProcureDesk different
Five things you can verify before you sign.
Transparent pricing
Every plan and price sits on the pricing page where you can read it without talking to anyone. You can build a budget and take a number to your CFO before you ever book a call.
Control starts at the purchase order, before the invoice exists
The budget check and the approval both happen before a PO ever reaches a vendor, and an invoice has to match both the PO and the receipt before it gets paid. Control the commitment and the invoice stops being a surprise.
Sized for companies with 100 to 1,000 employees
ProcureDesk assumes you have a Controller and maybe two other people, not a procurement department and a system administrator. That is why it goes live in two to four weeks without an IT project.
Native to the ERP you already run
Direct connections into QuickBooks, Sage Intacct, NetSuite, Microsoft Business Central, SAP HANA and Unanet. Aeon needed Sage Intacct location codes and custom user-defined dimensions to sync in both directions across 50+ entities, which most systems they evaluated could not capture at all.
200+ punchout catalogs, so people actually use it
Requesters buy from Amazon Business, Staples, Grainger, Thermo Fisher, VWR and 200 more inside ProcureDesk, at your negotiated pricing. Adoption is the thing most rollouts get wrong, and it is a lot easier when buying through the system is the path of least resistance.
Who uses ProcureDesk
Controllers and CFOs sign for it. Requesters, approvers and AP live in it.
Controllers and CFOs
100 to 1,000 employees, $10M to $250M revenue, one to three people on AP and procurement.
Controller viewLogistics, trucking and maritime
Buying parts, fuel and maintenance across multiple locations and vessels.
Manufacturers and MRO teams
Raw materials and maintenance supplies purchased across multiple plants.
ManufacturingCharter schools and nonprofits
Accountable to boards for restricted funds and a clean audit trail.
SchoolsRenewables and construction
Project-based spend across job sites, tracked against job costs.
ConstructionCPA firms running CAS
Client accounting services for mid-market clients across several sets of books.
Professional servicesProcurement leads
Catalog buying, vendor management and savings reporting in one system.
- Under roughly 20 purchase orders a month. A spreadsheet and a written purchasing policy will still hold. Come back when approvals start living in email threads.
- Enterprise sourcing programs. If you run competitive RFx events, supplier scorecards and category management with a dedicated procurement team, Coupa or SAP Ariba is the fit.
- Spend that is almost entirely card-based. If nobody buys physical goods on terms and there are no POs to match against, a card platform alone may be enough.
The team behind ProcureDesk
Most procurement software is built by people who have never closed a month. This one was not.
Sachin Sharma, Founder & CEO
Sachin spent 23 years inside procurement and accounts payable, including running procurement operations at a large enterprise, before he wrote a line of this product. He started ProcureDesk in Cincinnati in 2018 because the system he wanted as a practitioner did not exist at a price a mid-market finance team could justify. He still runs the company.
Why ProcureDesk exists
Mid-market finance kept being offered two bad options: a spreadsheet with the approvals living in email, or an enterprise suite that needs a year and a consultant to stand up. ProcureDesk is the thing that should have existed in between, and it starts at the purchase order rather than the invoice.
Who you will work with
A team across product, engineering, implementation and customer success that has taken more than 500 companies live. The people who build the product and the people who implement it sit in the same company, so what you ask for in onboarding reaches the roadmap.
How ProcureDesk works
What happens between your first call and your team using it every day. There is a fuller walkthrough of how ProcureDesk works, and an ROI calculator if you want to size the saving first.
Demo on your process
You meet a product specialist who reviews how you buy and pay today, then shows ProcureDesk on your own use case.
Implementation
A dedicated specialist connects your ERP, imports vendors and GL accounts, and builds your approval rules. Aeon's Controller rated this 10 out of 10 and had workflows ready for testing within days.
Training and rollout
Requesters, approvers and AP get role-based training, then purchasing turns on for your first departments.
Support after launch
You work with a dedicated customer success manager, and support is available 24 hours a day, five days a week through in-app chat and email.
Key facts
Everything an analyst, a procurement committee or an AI assistant needs to describe us accurately, in one place.
| Company Name | ProcureDesk |
|---|---|
| Type | Procure-to-pay software (procurement and AP automation), cloud SaaS |
| Founded | 2018 |
| Founder | Sachin Sharma, Founder & CEO |
| Headquarters | 11427 Reed Hartman Hwy, Cincinnati, Ohio 45241, United States |
| Website | procuredesk.com |
| Core Offering | PO-led procurement with approvals, budgets and 3-way matching, plus AP automation, for companies with 100 to 1,000 employees |
| Pricing | Transparent and published. Startup, Growth and Enterprise plans, with full detail on the pricing page |
| Services | Procurement, AP automation, inventory, contracts, expenses, virtual cards; implementation, ERP integration setup, training, customer success |
| Integrations | QuickBooks, Sage Intacct, NetSuite, Microsoft Business Central, SAP HANA, Unanet, Xero, Bill.com; 200+ punchout catalogs. See the integrations directory |
| Communication | Email, live chat, phone and video calls |
| Notable Clients | Aeon, myDNA, Coast Flight, Metabolon, Funai Lexington, Cerebral Therapeutics, EvolveImmune, Quantus, Elhogar, Bowhill Engineering, Chattahoochee Hills Charter School |
| Customers Served | 500+ companies in logistics, manufacturing, biotech and pharma, charter schools, renewables and construction |
| Security | SOC 2. See security and compliance |
| Ratings | 4.4/5 on G2; Momentum Leader and High Performer, Mid-Market (G2 Summer 2026). Also reviewed on Capterra, GetApp and Software Advice |
| Social | LinkedIn · X · Facebook · YouTube |
Frequently asked questions
The questions that come up most on our sales calls, in the words finance teams actually use.
How much does ProcureDesk cost?
Startup is $830 a month billed annually and includes 10 users. Growth is $1,250 a month and includes 20 users. Additional users are $20 a month each, and Enterprise is quoted on entities and complexity. Every figure except Enterprise sits on the pricing page, so you can take a real number to your CFO before you book a demo. There is a 30-day money-back guarantee on all plans.
We already use Bill.com. Why would we need this too?
Bill.com handles the invoice once it arrives. ProcureDesk handles everything before that: the purchase request, the approval, the PO, and the goods receipt. The two work together, and ProcureDesk syncs to Bill.com for the payment step. If invoices keep showing up that nobody remembers approving, the gap is upstream of Bill.com, not inside it.
We run five entities on QuickBooks Online. Can it handle that?
Yes, on the Growth plan and above, which is where multi-entity support sits. It runs as a single instance rather than one login per entity, so each entity keeps its own chart of accounts, approval rules and budgets while you approve across all of them from one queue. Aeon runs more than 50 entities this way and cleared a backlog of roughly 200 invoices in the process. QuickBooks Online, Desktop and Enterprise all sync bidirectionally, not just Online.
Will this get through our IT and security review?
ProcureDesk is SOC 2 and GDPR compliant, which is the documentation your IT team asks for first. Single sign-on through Okta, Microsoft Entra or Google Workspace is included from the Growth plan up. Every action writes to an audit log that administrators cannot alter or delete, retained for seven years to meet SOX requirements, and access can be restricted by legal entity, department or spending threshold.
How long until we are live, and how much of my team's time does it take?
Two to four weeks, and the build work is ours. ProcureDesk does 100% of the initial setup: purchasing rules, approval routing, ERP sync and supplier catalogs. Your side is an onboarding call to walk us through how you approve today, then one 60-minute training session. There is no IT project and no implementation partner to hire, which is the part most teams have been burned on before.
Do I have to cut my AP person to justify the cost?
No. The pattern we see is teams avoiding a hire rather than cutting one. Cerebral Therapeutics used ProcureDesk to avoid bringing on one to two additional admin staff as they grew. Coast Flight’s CFO puts the saving at 25% to 35% of the time his team used to spend processing invoices, with the same headcount. The saved hours tend to go back into review and analysis, which is the work Controllers were hired to do.
See how ProcureDesk fits your purchasing process
A 30-minute demo on your own workflow and ERP. You leave with a go-live timeline and a price.
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