10 Best Procurement Software options for Small Business in 2022

 

Fast-growing companies who are looking for Procurement software often struggle with the following:

Chaotic procurement process

If you have a manual procurement process, you have a chaotic process.

When you don’t have procurement software, there is no easy way to implement a streamlined procurement process across the organization. Even if you have a purchasing policy, you settle for lower compliance rates.  Employees are not following the purchasing policy.

Lack of Spend control

If the procurement process is not streamlined, you don’t have a good cost control process. Employees might be purchasing on credit cards or without purchase orders. The finance team doesn’t have a way to authorize the Spend before it happens.

Poor Cash Flow visibility

Not having a tighter spend control leads to poor spend visibility.

Surprise invoices are common, and the CFO always asks – who approved this purchase? Sounds familiar!

If you are looking for Procurement software for your high-growth company, you are at the right place.

In this article, we have compared the 10 best procurement software solutions so that you can decide which solution works best for you.

What is Procurement software?

Procurement software automates the purchasing process and improves the efficiency of the purchasing team.

A procurement software generally helps the finance and procurement team increase productivity and get better cash flow visibility.

Typical features of procurement software include the following:

  1. Create purchase requisitions.
  2. Approve purchase requests and send purchase orders to the vendor.
  3. Track purchase orders through the entire lifecycle.
  4. An easy way to get supplier quotes and find the best solution
  5. A central place to track inventory and consumption.

Procurement software can be a cloud-based procurement solution, or you can implement it on-premise.

Some Procurement software does have invoice processing capabilities.

For example, we offer integrated procurement and accounts payable.

But for this comparison, we have only focused on the purchasing automation capabilities.

Considerations for selecting a procurement software?

There is a wide range of procurement tools.

Our goal is to help you narrow the choice for a procurement management software that first the needs of your small to medium-sized business.

There are three things that you should consider:

Simple procurement software or complete procurement automation?

  1. Do you want a basic purchasing process automation, or are you looking to improve the employee experience by implementing punch-out catalogs?
  2. Do you want to automate the quoting process, or do you want inventory control?
  3. Do you need supplier management capabilities?

Ease of implementation

  1. How fast can you implement the procurement software solution?
  2. Whether it will take months, or you can implement it in days?
  3. You should also consider the support provided by the vendor to drive adoption.

Cost of Procurement software

Of course, the cost is important but compare the total cost of ownership, not just the cost of the software. Cost of software, training and ongoing support are the three critical elements of the total cost of ownership.

Best Procurement Software for small companies

The following are the ten different procurement software vendors.

Note: ProcureDesk is our product. We’re proud of what we’ve built. It includes features we would have liked to have ourselves, having previously used a manual paper-based procurement process. Stop struggling with the manual procurement process and learn how to streamline your purchasing and procurement process. Learn more and schedule a demo.

ProcureDesk

Company overview:

ProcureDesk

 

ProcureDesk help CFOs implement cost control process and get real-time visibility into company spending.

With effective cost control, finance leaders can control maverick spending and bring more Spend under management.

ProcureDesk supports integration with many accounting systems like QuickBooks, Xero, Sage, and Netsuite.

Features:

Here are the key features of ProcureDesk procurement software:

Create requisitions with ease

Are your employees tired of paper forms for requisitions?

Then the requisition module in ProcureDesk can help.

With a simple requisition process, employees can submit purchase requests quickly. There is no need to print forms, fill the form, and then send it for approval.

With smart defaults, the system understands the recurring data entries like your department ship and other details.

All you have to do is enter details about what you are looking to purchase and submit them for approval.

Here is what a simple requisition form looks like:

 

Purchase requisition

 

You can also route an approved requisition to a procurement department buyer, who can then convert the request into a purchase order.

Even though the process is much easier with ProcureDesk, you still need to enter requisition line-level data, which could be cumbersome for recurring items.

That is where catalogs help.

Easy purchasing using catalogs

With catalogs, your employees get the online shopping experience for corporate purchases.

With vendor catalogs, you can greatly increase the purchasing experience for your employees.

ProcureDesk supports two types of catalogs.

With a punch-out catalog, You can link ProcureDesk to other vendor websites like Amazon, and Staples to name a few.

Your employees can then search the entire catalog and bring back the item details to ProcureDesk for further approvals.

Here is an example of an Amazon punchout, where the user is getting routed back to ProcureDesk for further approval.

 

amazon_purchase_requisition

 

And this is how the data looks in the user requisition queue.

 

purchase_requisition_from_Amazon

 

All the data gets copied from the Amazon website to the user cart.

You can also build your catalogs. That is very beneficial for small vendors who don’t have a website but offer limited products.

Here is an example of internal catalogs.

 

Internal_Catalog

 

Control Spend using budgets

Want to control spending?

Then use the budget features to enable budgets for different departments.

Once the budget is set up, the system automatically ensures that the purchase requisitions stay within the budget.

With the built-in budget controls, you can block the purchase if enough budget is not available.

You can also inform the budget owner when the budget hits a predefined consumption level.

With flexible budget controls, you control spending and enable better Spend management.

 

budget_usage_summary

 

Easy purchase approvals

The next step is to route the purchase requisition for approval.

With a custom workflow engine, you can set up a workflow that suits your approval process needs.

You could set up a requisition approval workflow based on the department, amount threshold, or simply the managerial hierarchy.

The setup process is very straightforward. The system automatically creates the workflow for the requester so that they don’t have to think about who needs to approve the requisition.

Here is an example of approval workflow:

Invoice_Approval_workflow_Software

 

Automated supplier quotes

Sometimes you just don’t have a preferred pricing contract with a vendor.

So before you purchase the item, you need to get a quote from the supplier.

If you use emails to get quotes, that could be quite cumbersome. With the back and forth of emails, the process is very chaotic.

With the supplier quote module, you can create quotes and send requests to different vendors simultaneously.

After the supplier responds to your request for a quote, you can easily compare the response side by side and then pick the best vendor for your needs.

Here is an example of how that looks:

Supplier_quotes

 

Automatically convert purchase requisition into a Purchase order

With the purchase order management feature, a purchase order is issued to the vendor automatically.

Now, not all purchase requisitions need an order issued.

The request could be for internal use, or the employee will place the order directly on the vendor’s site.

Whatever is the case, ProcureDesk can help you automatically convert the requisition into purchase orders where a purchase order is required.

In cases where a purchase order is not required, the system can just let the requisition remain in the approved status.

You can set up rules based on suppliers to automatically convert a requisition into a purchase order based on each supplier’s preference.

Here is an example of how a purchase order document looks:

purchase_order_template

 

Order acknowledgment

With the current supply chain issue, you want to know when your order will be shipped.

That question is tricky if the vendor doesn’t acknowledge the purchase order. That is why you need strong supplier collaboration.

That is why we have built an order acknowledgment feature that allows you to request an order acknowledgment from the vendor.

You can, of course, request an acknowledgment by email, but that could be not easy to track, especially when you have a large purchase volume.

We have simplified the order acknowledgment process by providing an easy way for suppliers to submit order acknowledgment.

All the supplier has to do is click a link from the order email and confirm the acceptance of the potential delivery dates.

Here is an example of how easily the suppliers can submit order acknowledgment.

order_acknowledgement

 

Purchase Order tracking

Once the vendor ships the product, they generally provide the tracking information so that you can track the delivery of the product.

With ProcureDesk, suppliers can electronically post that information.

ProcureDesk can then track the package and inform you when the package is delivered or in transit.

We track 100’s carriers so that you don’t have to manually go to each carrier’s site and search for the tracking information.

Here is an example of how tracking information works in ProcureDesk.

ASN_tracking

 

Confirm order receipts

One of the challenges for the AP team is that they don’t know if an invoice is approved to pay.

Generally, the culprit is a missing receipt because the employee forgot to create a receipt in the system.

With the receipt module, you can easily track what is getting delivered.

When the invoice gets loaded in the ProcureDesk accounts payable module, the system automatically sends a reminder to the order contact for creating the receipt.

We provide three easy ways to create a receipt:

  1. Using an email: Employees receive an email asking them to confirm if they have received the product. The employee has to click on the link, and the system automatically creates the receipt.
  2. Mobile app: With the mobile app, you can take a picture of the package or the packing slip and confirm the delivery of the product.
  3. Using web app: Using the web app, the employee can log in to the system and then confirm receipt.

You can do full receipts or partial receipts based on the actual delivery.

Here is an example of a full receipt:

Create Receipt

 

Inventory tracking and management

Do you purchase many materials that you use for different projects?

Or you might be a Biotech that needs to maintain lab supplies so that you don’t run out of lab supplies.

Whatever is the case, an inventory tracking module can help.

Here is how the inventory management module can help.

Track inventory:

You can get an accurate inventory of what you have on hand for different inventory items with inventory management modules. You can track lead times and measure supplier performance.

The system also updates the on-hand quantity as soon you create a receipt in the system for the purchased products.

Here is a snapshot of inventory valuation reports that shows you how much inventory you have at any time:

Inventory_report

 

Track usage:

You can also track the inventory usage so that you know how much inventory is left.

You can use the inventory requisition process so that employees can use the requisition process to request inventory items.

Or you can simply create a release request to release the inventory. It makes it easier to track who is requesting and using the website.

Here is an example of how a release tracks the usage information:

 

Inventory_release

 

Spend Dashboard

With a Spend Dashboard, you have complete visibility at your fingertips.

The spend dashboard answer the following questions for you:

  1. Who is spending money at your company?
  2. What are you purchasing?
  3. Who are your top suppliers?
  4. What are your open commitments with the suppliers?

Here is an example of a spend dashboard:

Spend Dashboard

 

Spend analysis reports

With Spend analysis reports, you can gain granular visibility into your Spend.

You can then use that visibility to allocate costs better or negotiate better pricing with a vendor. That enables the finance team to make better business decisions.

Here is an example of a Spend analysis report:

All_Purchase_order_lines

 

This report gives you a detailed view of what you have purchased in a given timeframe at a line level. You would know the unit quantities and unit price.

Use this information to control Spend or negotiate a better price with your vendors.

Pricing:

ProcureDesk procurement software starts from $325/month and that covers up to 10 users. Additional users can be added for $20/user/month.

Procurify

Company overview:

Procurify

 

Procurify is a cloud-based procurement software that offers a complete spend management platform.

It helps companies by simplifying the purchasing controls and enabling better Spend management. With its custom approvals and real-time budget controls, companies gain complete visibility.

Features:

Here are the key features of Procurify:

Purchase requisitions

With purchase requisition, the users can easily request what they want to purchase.

With automation, you don’t need to worry about manually creating purchase requisition forms and routing them for approvals.

Approvals

Procurify supports custom workflows that enable better purchasing workflow.

With custom workflow management, you can set up different approval levels. You can also set up approvals by departments, locations, or the chart of accounts,

The approval engine also sends notifications on your mobile app. No more missing approval notifications.

 

Real-time budget controls

With the real-time budget controls, you can see the budget consumption in real-time.

Users can assign a purchase order to the budget, and the approvers can see the budget consumption in real-time.

Procurify allows you to set up budgets by locations, departments, projects, etc.

You can also check how much of the budget is already committed.

 

Vendor catalogs

Procurify provides support for vendor catalogs, including internal and punchout catalogs.

You can create unlimited internal catalogs.

However, the system limits the punchouts only to Amazon at this time. You might want to check with the vendor on all punch-out vendors they support.

Purchase orders

After a requisition is approved, a Buyer can convert it into a purchase order.

The system allows you to create a purchase order from the requisition.

You also can consolidate multiple requisitions from users into a single purchase order.

The purchase orders can also be dispatched to the vendor automatically.

Receipts for tracking the delivery

We did not see any information regarding this feature on Procurify’s website.

So we assume that there is no way to confirm the delivery of the product by creating a receipt in the system.

Reporting

Procurify Reports include:

  1. Orders by Vendor
  2. Orders by User
  3. Orders by Department
  4. Expenses by Department.

You can also export report data into different formats.

Pricing:

Procurify doesn’t list the pricing on their website. You have to call the vendor to get a quote.

Here is an overview of Procurify’s pricing:

 

Procurify_Product_Pricing___Custom_pricing_packages

Precoro

Company overview:

Precoro

Precoro is an online procurement software that saves your time and money. With Precoro, you can eliminate manual work, coordinate purchasing processes, and reduce expenses.

Features:

Following are the key features of the Precoro procurement software.

Purchase request

Precoro purchase request module allows you to create purchase order requests easily.

You can build an internal catalog for purchase. Employees can easily create a purchase request without manually entering all the data in the system.

Once the employee submits the request, it gets routed for approvals.

Approval workflow

Precoro allows you to create custom approval workflows based on the departments, locations, and custom fields.

We assume that you can create multi-level approvals for routing the purchasing request.

There is support for mobile approval to approve requisitions on the go.

precoro_purchase_order_approval

Purchase orders

You can automatically create a purchase order from the purchase requisitions.

Once the purchase order gets generated, it gets routed to the vendor.

The system allows you to add comments and attach supporting documents.

You can also create a purchase order directly without a purchase requisition.

Budget management

You can set up budgets by locations, departments, and custom fields. The approvers can track purchases in real-time and see the budget consumption with budget management before approving the purchase.

With budget reporting, you can track budget consumption across all areas.

Inventory management

With the inventory management module, you can track on-hand stock and create receipts for goods.

There is a purchase request flow for inventory. You can use this feature to release the inventory based on the user’s request.

Reporting

Precoro offers standard reports and a visual graphic so that it is easy to understand the data.

You can also create custom reports to easily filter the data to narrow down the output of reports.

Pricing:

Precoro has two pricing plans. If you are looking for less than 20 users, the pricing is $35/month. They have a custom plan for more than 20 users.

SpendWise

Company overview:

spendwise

 

Spendwise offers a cloud technology solution for spend management.

Features:

Following are the key features of the SpendWise purchase order platform

Purchase orders

You can easily create and send purchase orders to the vendors with the purchase order functionality.

Receiving

With the receiving functionality, employees can confirm the receipt of the purchase orders. This way, the AP team always knows when an invoice is ready to be paid.

Budgets

The budget feature allows companies to track spending against a budget.

Reports

Spendwise offers over 25 canned reports to get you started with reporting.

Pricing:

Pricing starts at $9/user/month for the basic package and goes up to $19/user/month.

spendwise_pricing

Kissflow

Company overview:

Kissflow
Source: Kissflow

 

Kissflow Procurement cloud platform helps companies streamline their procurement process.

Kissflow is, first and foremost, a workflow tool. The procurement cloud is one of the many modules the company offers its customers.

Features:

Here are the key features of the Kissflow procurement cloud software:

Purchase request

With the purchase request module, companies can automate their manual purchasing processing.

Kissflow supports internal catalogs that make it easier for employees to create requisitions. There is no support for punchout catalogs at this time.

With an intuitive dashboard, you can easily track the lifecycle of all purchase requests and where they are pending.

Budget controls

You can also define budgets that allow you to check real-time budget usage easily. By checking the budgets in real-time, you can control spending and inform employees if there is no budget left.

Approvals

Given that Kissflow is primarily a workflow tool, the procurement cloud has robust capabilities around workflow.

You can define a workflow in advance. The system figures out the workflow in real-time and automatically routes the requisition for approval.

Purchase orders

After the requisition gets generated, it is automatically converted into a purchase order.

With the auto-initiate feature, you can also set the purchase requisition to create the purchase order after the requisition is approved automatically.

You can also add custom fields to the purchase order to suit your needs.

Spend Dashboard

The Spend dashboard provides instant visibility into your cash flow. You can track spending by location, department, and budget vs. actual.

The dashboard also has the ability for custom reports which allows you to customize the reports based on your needs.

Pricing:

Pricing for Kissflow starts from $1990/month and is then adjusted based on the features requirements and the number of users.

Here is the snapshot of the pricing section:

kissflow pricing

Certify

Company overview:

Certify homepage

 

Certify offers a spend management solution that includes expense management and AP automation. The AP automation module includes the requisition and purchase order functionality.

Features:

The key features of Certify procurement software include the following:

Online requisition

With online requisitions, you can get rid of paper forms and automate your requisition process.

Employees can also see what requisitions are still pending and are already approved.

Once the purchase requisitions are approved, a Buyer can convert them into a purchase order.

Punch-out catalogs

Certify supports punchout catalogs that allow employees to create requisitions from different vendor websites. For example – if a user wants to purchase IT supplies from CDW, they can easily do that from the requisition screen.

We are not sure how many vendors Certify supports. Still, you might want to call the vendor to understand their capabilities around vendor punch-outs.

Requisition approvals

Once the requisition is submitted, it is routed for approval.

The approval workflow engine allows you to route the request for approvals based on the named users or predefined workflow conditions.

Purchase orders

Certify allows you to create purchase orders from a requisition, or you can directly create a purchase order from scratch.

The purchase order module also supports internal catalogs or punchouts to create a purchase order easily.

The purchase order can be emailed, sent electronically, or faxed to the vendor.

Pricing:

The vendor doesn’t list the price on their website. You have to book a demo to get the pricing.

Tradogram

Company overview:

Tradogram

 

Tradogram is a cloud-based purchase order software that helps Purchasing decision-makers gain better spend visibility and cut costs.

Features:

The following are the key features of the Tradogram purchase order software:

Requisitions

With the requisition module, companies can automate their manual purchasing process.

You can create requisitions from internal catalogs or purchase one-off items by entering the data manually.

The system also allows you to connect to different vendor websites. Employees can easily choose what they want to purchase.

Once the requisitions are approved, you can convert that into a purchase order.

Approvals

With the custom workflows, users can set up approvals based on the company’s needs.

For example, you can set up an approval workflow based on the item purchased or the location.

If you are a small company, you can use the workflows to send the request to the named users within the company.

One of the unique features of approvals is specifying exemptions for approvals. This allows the system to bypass the approvals when certain conditions are met.

Approvals

 

Budget management

The budget management module can track the spending against budgets across all departments.

You can set up a budget by project, by location, or set up different levels of budgets across the organization.

The budget module also allows you setup up budgets by GL accounts and track spending at that level.

Purchase orders

Tradogram provides you with a single place to create and track purchase orders.

Employees can create purchase orders from scratch or an existing requisition.

You can add items from an existing database or online stores and attach specifications and files to the purchase order.

Inventory management

You can set up items to maintain stocking levels with the inventory management module.

You can set up reorder points so that the system can inform you when the product needs to be re-ordered.

You can also connect the inventory module to the requisition module so that employees can create purchase requisitions for inventory items. Once the requisition is approved, it can be fulfilled directly from the inventory.

Pricing:

Tradogram is a freemium pricing model. That means you can use the system for free if you only have one person creating the purchase orders.

You can create up to 10 purchase orders a month in the free plan.

The paid plans start at $18/user/month.

Here are the pricing details for Tradogram:

 

Tradogram_pricing

Order

Company overview:

order_home_page

 

Order offers a complete procure to pay solution for companies. Companies can use Order to place a purchase order and pay vendors.

The unique value proposition is that they consolidate the billing for you. You only have one bill to pay instead of paying individual vendors.

Features:

Here are the key features of Order procurement software:

Curated catalog

Since Order is a managed platform, they allow their customers to create a curated catalog of items they want to purchase.

You can pick and choose across different vendors and create a unique catalog that meets your needs.

This could be a good solution if you are a small company that mostly purchases products from e-commerce sites.

You would probably need to spend time setting up and curating the catalog.

Negotiated pricing

Order negotiate the pricing for you. You get the best price on your products.

This way, you are ensured that you get the best pricing for the products you purchase.

The negotiated pricing is limited to the selected vendors that are part of the Order network.

Budget workflows and approvals

With budget approvals, you can route the purchase request for approval to the respective team members.

You can route the request for approval based on the locations or GL codes. The custom workflow makes getting the right approval for different purchases easier.

Reporting

With an inbuilt reporting functionality, you can track all your spending.

The reporting provides line level visibility into your purchasing,

A buying team can easily download the data for Spend analysis and make informed decisions if you have a buying team.

Pricing:

The pricing is not available on the vendor’s website. You have to schedule a demo to get the pricing.

ProcurementExpress

Company overview:

Procurementexpress

 

ProcurementExpress helps small businesses control expenses and gain visibility into the cash flow. It helps the CFO’s make their teams more accountable.

Features:

Here are the key features of ProcurementExpress procurement software. The system has limited capabilities becuase it only supports the use case of purchase orders.

Purchase orders

With the purchase orders module, employees can easily create purchase order requests. The system allows for custom fields. You can add whatever fields you need to keep track of your spending.

Approval workflows

With the approval workflow, you can set up the routing and let the system route the purchase order requests for approvals.

You can set up named users for certain approval thresholds or identify a threshold at each level.

The system then notifies the next person in the approval chain based on their approval limit.

Budgets

With the budget feature, you can create unlimited budgets and keep track of your spending across the company.

Procurement Express lets you create budgets at the department level and project level. You can set up granular budgets for tracking the spending.

Reporting

With the reporting module, you can get instant visibility into your Spend. You can see the standard reports, filter the reports and then export the data. The reporting module allows you to get what you need quickly.

Pricing:

The pricing starts from $31/user/month.

The vendor doesn’t have any minimum at this time.

Digital Purchase order

Company overview:

digital_purchase_order

 

This Digital Purchase Order Software helps companies manage their procurement workflow, including purchasing and invoicing functions.

Features:

Here are the key features of the digital purchase order software:

Create purchase orders

With the purchasing order feature, Digital purchase order allows employees to create purchase orders easily.

The application is good for small purchase orders. You can enter the description of the item you want to purchase. There is no support for catalogs.

Approve PO’s

You can set up approvals so that the request gets routed for approval to different stakeholders.

The workflow needs to be predefined and adjusted as your approval threshold changes.

Track deliveries

You can track the delivery of the purchase orders. It is not clear whether the system allows you to create receipts or just track the shipment status of the delivery.

Reporting

There is an inbuilt reporting feature that allows you to see all the spending in one single place.

You can see PO reports by

  1. Vendor
  2. Department
  3. Expenditure type
  4. Categories

Pricing:

Digital purchase order has an interesting pricing model. They have a mix of user-based and usage-based pricing. That means you pay a base fee and then pay for transactions over the allocated quota.

The pricing starts from $19/month to $79/month. For example, In the $19 package, you can create up to 50 purchase orders.

Benefits of Procurement Software

After implementing procurement software, our customers often see the following benefits:

Better spend control

After implementing a procurement process, all spending gets authorized at the right level in the organization.

The budget owners can see the Spend before it happens. The Finance team can review significant Opex and Capex purchases before the purchase order gets issued to the vendor.

As a company, you get better overall cash flow visibility.

Up to 50% reduction in approval cycle time

One of the biggest advantages of a procurement tool is that the purchasing process is completely automated.

No paper requisitions are floating around, and no chasing managers to approve the purchase request.

The system routes the purchase request for approval by streamlining the purchasing process. It then sends reminders if the request is not getting approved in time.

That leads to a reduction in the total cycle time. It is not uncommon for our customers to see up to 50% reduction in cycle time.

Overall reduced cost through better negotiations

Once the procurement process gets streamlined, the buyers do not approve purchase requisitions and chase managers for approvals.

They are rather focused on reducing the overall cost through better Spend negotiations.

For example, suppose multiple locations purchase office supplies from different suppliers. In that case, you can get a 5% cost savings by consolidating the vendors.

Now your turn!

We have presented ten different options for procurement software that a small business can use to simplify the purchasing process.

The option ranges from a simple purchase order app to a complete procure to pay system.

To figure out the best possible procurement software for your small business, here is what we recommend:

  1. Create a list of the top 5 requirements. Go into details of your approval process, need for requisitions, etc.
  2. Review the top 10 options and see what solutions best fit your needs.
  3. Schedule a demo and then evaluate those options.

We hope you find this helpful. If you would like to see how ProcureDesk Procurement software can help you streamline your procurement process, click on the link below to schedule a demo.

 

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