Automated Purchasing Software That Gives Finance Teams Complete Spend Control

ProcureDesk gives you tools to standardize purchasing workflows, from request to payment. Set budget limits, define vendor catalogs, automate purchase orders, and streamline invoicing, all from one connected platform.

THE PROBLEM

Hundreds of approvals on endless spreadsheets limit purchasing control

When every request, approval, and invoice is scattered across multiple systems, teams waste time validating data and miss the full picture of company spending.

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Manual Purchasing Is Holding Your Business Back

  • iconManual Purchasing Is Holding Your Business Back
  • iconTeams order from multiple suppliers
  • iconUnclear budgets make it hard to control spending
  • iconNo single source of truth for spend or vendor data
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Automated Purchasing Software Helps You Scale With Control

  • iconAutomated PO approvals without manual follow-ups
  • iconStrict purchasing compliance and budget enforcement
  • iconReal-time spend visibility to track where money is going
  • iconSmooth data sync to keep budgets, vendors, and reports up-to-date
HOW IT WORKS

One Platform to Manage All Your Purchasing Tasks

ProcureDesk gives you complete control of your purchasing workflows. Connect every procurement activity and team in one seamless flow, and easily sync all your data with your existing tools.

Step: 01

Set Up Purchasing Approval Workflows

Managing 50+ purchase orders (POs) without any automated system leads to approval delays, unauthorized spending, and limited visibility.

ProcureDesk’s automated purchasing software offers a custom workflow engine with multi-level approval functionality. Set up who can approve what by department, amount, or project.

The system follows preset conditions to auto-approve or route requests to the right approvers for review. It can also redirect each request to multiple approvers if needed. This allows you to maintain purchasing compliance without manual workarounds.

Step: 02

Standardize Vendor and Category Lists

Without predefined vendor lists, teams end up buying from different suppliers.

ProcureDesk supports 200+ supplier catalogs, including Amazon, Costco, CDW, Thermo Fisher, and ULine. Select specific vendors and add custom fields, so teams can create requests directly on the platform.

You can also define spending categories and map them to departments or cost centers for accurate tracking. ProcureDesk automatically links each purchase to the right vendor and category with real-time pricing.

Step: 03

Automatically Generate Purchase Orders

ProcureDesk instantly converts approved requests into accurate purchase orders. It uses smart templates and prefilled vendor and item details from integrated catalogs.

Once generated, POs are instantly shared with vendors via email, EDI, or vendor portal.

Step: 04

Automated Purchasing Software that Stops Overspending

Manually tracking budgets across departments or projects risks overspending or limited cash flow visibility.

ProcureDesk lets you set budget controls over your procurement process. You can assign budgets to departments, projects, or cost centers. As purchase requests come in, the system automatically checks them against available funds before approval.

You no longer need to chase numbers across multiple spreadsheets. Budget summaries update in real-time as new requests, POs, or invoices are created.

This gives your finance teams instant access to see how much has been spent, what’s committed, and what’s still available.

Step: 05

Automated Purchasing Software That Works On The Go

Waiting for approvals slows down purchasing and creates unnecessary delays in operations.

ProcureDesk mobile app makes approvals fast and convenient wherever you are. Approvers receive instant notifications when a request is submitted, so they can review and approve directly from their phone.

Each PO or invoice includes all the details, vendor, items, cost, and budget status, so managers can make quick, informed decisions.

This keeps procurement moving, reduces approvals, and maintains full control over spending without slowing down your business.

Step: 06

Streamline Invoice Processing and Matching

Validating 100+ invoices per month leads to inaccuracies, data entry errors, and payment delays.

ProcureDesk automates invoice processing to speed up your accounts payable (AP) workflows. It uses OCR (optical character recognition) technology to capture and extract invoice details, including invoice number, vendor name, date, line-item details, quantities, and unit prices.

Once the invoice is uploaded, it uses the 3-way matching method to validate each invoice against its purchase order and receipt for accuracy. You can set tolerance limits for price or quantity differences, so only exceptions are flagged for review.

Matched invoices sync instantly with your accounting or ERP system, giving your finance team audit-ready data and faster payment cycles.

Step: 07

Sync Purchasing Data with Your Accounting Systems

ProcureDesk integrates with QuickBooks Online, QuickBooks Enterprise, Sage Intacct, Xero, NetSuite, Microsoft Business Central, and Bill.com. It syncs all approved POs, invoices, and payments automatically with your system.

This integration gives finance teams reliable data, faster book closures, and complete visibility across your company’s purchasing activity.

Step: 08

Real-time Spend Analytics for Smarter Purchasing Decisions

ProcureDesk collects purchasing data from every step and converts it into clear visual insights. You can track total spend, view committed versus actual expenses, and analyze spending patterns across departments, vendors, or time periods.

The dashboard highlights top suppliers, largest expense categories, and unusual variances. Finance teams can track transactions, while department managers get a high-level overview of how their budgets are performing.

You can also export reports using 30+ templates or schedule automatic summaries for stakeholders.

This helps your leadership and strategy teams to make informed decisions, improve accountability, and strengthen financial planning.

FAQs About Automated Purchasing Software

Automated purchasing software is a digital system that manages purchase requests, approvals, vendor communication, and purchase order creation in one place. It helps finance and procurement teams control costs and speed up purchasing.

ProcureDesk is an automated purchasing software for small to mid-sized businesses that manage 50+ POs or 100+ invoices per month. It offers custom workflows, real-time spend visibility, purchase order management, invoice matching, vendor catalogs, spend analytics, and reporting.

Use automated purchasing software like ProcureDesk. Start by setting up custom approval workflows, vendor catalogs, and budget limits.

When employees submit purchase requests, the system checks them against your policies. It either approves or routes them to the right person.

After approval, the system creates a purchase order with all required details. It sends the PO directly to the vendor and tracks it on your dashboard. This eliminates manual entry and follow-up emails.

ProcureDesk is the best automated purchasing software for SMBs that earn $10M – $100M+ in annual revenue. The software offers features such as custom workflows, spend analytics, purchase requisition management, invoice matching, and real-time reporting.

It integrates with your existing accounting software, allowing you to consolidate all your purchasing and AP processes into a single dashboard.

Yes, ProcureDesk lets you import your existing vendor data, purchase orders, and invoices from connected accounting or ERP systems. For example, it can import vendors and accounts from QuickBooks Online during the setup process.

If you’re migrating from manual spreadsheets or shared folders, our customer support team helps you set up and deploy faster. This makes it easier to continue using your current workflows without recreating everything manually.

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