by ProcureDeskLast Updated : Jan-10-2023
Today there are 229 vendors in the purchase order software category. Figuring out what solution works best with QuickBooks is a time a consuming task.
Fortunately, there are several excellent purchase order software solutions that integrate seamlessly with QuickBooks and provide powerful features to help streamline your purchasing process.
We spent 20+ hours comparing the different purchase order software options to find the 4 best you can use to manage your purchase order process.
In this article, we will discuss some of the best purchase order management software for QuickBooks and how they can help you manage your purchasing operations more efficiently.
1. ProcureDesk – Best of the best
2. QuickBooks – Best for small companies that don’t need an approval process.
3. Procurify – Best for medium-sized companies.
4. Kissflow – Best for companies that need a generic workflow tool.
Our Verdict – Best of the Best
Price: Starts at $380/month for 10 users
ProcureDesk is a powerful cloud-based solution that provides an integrated purchasing and invoicing solution that works with QuickBooks.
ProcureDesk provides a flexible workflow engine and support for punchout catalogs that enable seamless purchasing for your employees.
ProcureDesk doesn’t offer a payment solution. So if you are looking for a complete Procure to Pay solution with inbuilt payments, ProcureDesk is not your solution.
Get it if you want an easy-to-use purchase order solution without the inbuilt payment solution.
I recommend scheduling a demo to see if ProcureDesk is a good fit for you
Best For Companies looking for a robust solution that integrates seamlessly with QuickBooks Online or QuickBooks Enterprise.
With purchase requisitions, you can provide an easy way for your employees to request products or services they need to support the business.
You can configure ProcureDesk to capture all information required for management to review and approve the purchase request.
Here is an example of a purchase requisition screen:
There is no point in implementing a purchase order software, and still, have your employees enter the description and details about what they want to purchase.
You just moved them to a pretty purchase requisition form, but that doesn’t decrease the time it takes to create a purchase requisition.
With catalogs, you can significantly reduce the time spent creating purchase requisitions.
It also reduces errors in the purchase requisition and avoids back and forth on the purchase orders.
With punch-outs, you can directly link the requisition process to the vendor punch-out enabling faster requisition processing.
With a flexible workflow engine, you can route your request for approval to the right stakeholders.
The flexible workflow engine supports approvals based on departments, dollar amounts, budget owners, etc. This streamlines and automates your purchase approval workflow.
Digital purchase order functionality completely automates the purchase order creation and dispatch process. The system automatically assigns a purchase order number, or you can set up custom PO numbers. There are multiple templates to choose so you can fully customize the look and feel of the purchase order, including the company logo.
ProcureDesk can send the purchase order in the format that works for your suppliers.
For example, email the purchase order to the supplier or send the purchase order electronically via cXMl or EDI.
Example of a purchase order:
After placing the order with the vendor, you want to track the orders and mark them received when the vendor delivers the product.
With ProcureDesk order tracking, you can track the purchase order lifecycle. We have inbuilt order tracking to allow you to track your orders across multiple carriers like UPS, USPS, FedEx, and so on.
With budgets, you can approve with confidence!
You don’t have to worry about going over budget or whether you have the budget in the first place. With ProcureDesk, the budget management capability is fully baked into your procurement process.
With budget tracking, the system automatically shows you budget consumption to track your spending effectively. With built-in budget controls, you can enable budget checks when creating a purchase requisition or purchase order.
Track your spending and cash flow with inbuilt reports and dashboards. With Dashboard, you get a single view of spending across multiple companies.
Whether you want to track spending by the supplier or department, Dashboards provide easy access to your Spend data without running reports in your accounting system.
With the vendor invoice module, you don’t have to worry about uploading invoices into the system, matching them with purchase orders and receipts, and following up with different stakeholders for approvals.
With OCR (Optical Character Reader), the system can read the invoice document and automatically create the invoice.
You don’t have to worry about copy-pasting the data from the invoice into the system, and with automated matching, it can quickly identify the invoice lines on the Bill.
The supplier portal provides a self-service mechanism for the suppliers to submit their invoices against a specific purchase order.
It makes it easy for suppliers to submit invoices and makes it easy for them to track the status of their payments.
You benefit from not entering the supplier invoices, and suppliers get better visibility.
Stop spending hours approving, creating, and tracking purchase orders. Click here to schedule a demo with one of our product specialists and see a better way to manage your purchasing.
With expense management, you can reduce the time spent on entering and processing expense reports.
With expense management:
Inventory management helps you track the inventory of consumables and other products.
With inventory management:
ProcureDesk offers three pricing plans:
Schedule a demo and see how ProcureDesk can help you streamline purchasing.
Our Verdict – Best for companies starting with the purchase order process and not needing approvals.
Price: Starts at $30/month
QuickBooks provides a complete accounting package for small companies.QuickBooks purchase order software helps businesses streamline their purchasing process. The purchase order software allows users to create and track orders, view supplier information and set up automated reminders for payment due dates.
QuickBooks provides a simple interface for purchase order creation. It provides an out-of-the-box purchase order document template that you can use for issuing purchase orders to vendors.
There is no approval workflow for routing the request for the purchase for approvals. The approvals need to be managed outside the QuickBooks purchase order process.
QuickBooks is ideal for companies starting with the purchase order process and not needing approvals.
As mentioned above, if you are a small operation and create less than ten purchase orders a month, you probably don’t need purchase order software.
You very well can use QuickBooks capabilities to create and generate purchase orders.
You can create a purchase order from the item list (if you maintain one), or you can enter the description of what you are purchasing.
Here is an example of a QuickBooks Online purchase order screen:
Supplier invoices are called Bills in QuickBooks, while we might refer to them as supplier invoices.
You can convert a purchase order into a Bill or create a Bill without a purchase order with the built-in capabilities.
Here is an example of a bill or vendor invoice in QuickBooks Online:
The challenge with QuickBooks is that it has a limited set of controls.
For example, if you want to allow access to Purchase order functionality, that is impossible.
Controllers don’t want to risk someone messing up with a chart of accounts. They also don’t want costs booked to the wrong account.
If you have a small operation, here is what we recommend.
The manual process can be effective if you deal with a low purchase order volume.
Here are some areas where the above solution is not going to work.
Stop spending hours approving, creating and tracking purchase orders. Click here to schedule a demo with one of product specialist and see a better way to manage your purchasing.
Here is an overview of the different packages:
Our Verdict – Best for companies needing a generic purchase order process without strong support for punchout catalogs.
Price: Procurify doesn’t list prices on its website. You have to reach out to the vendor to get a quote.
Procurify offers end-to-end Spend management software with purchasing and invoicing capabilities. Procurify claims its software to be intuitive and straightforward. With Procurify, businesses can easily create and track purchase orders, manage supplier relationships, and ensure compliance with company policies
Procurify offers an end to end Spend management tool, which includes payment using virtual cards.
There is limited support for punchout catalogs. It is missing extensive coverage of punchout suppliers.
The tool is best for medium-sized companies that are looking for robust generic purpose purchase order software to automate the purchasing process.
Procurify does not list its pricing on its website. However, there are different plans to choose from:
Here is an overview of different pricing packages:
Our Verdict – Best for companies looking for a single tool for automating all their workflows, including the purchase order process.
Price: Starts at $1990/month
Kissflow offers a simple, optimal, and efficient platform to manage and track all of your work
Kissflow is a digital platform that has many solutions. Their Procurement product is part of the digital platform.
Kissflow is known for there no code, low code platform that can be customized for any business process. If you are looking a fully customizable solution then this is the best option for you.
Even though the tool offers flexibility, it needs to be supported by someone in your organization. So consider the additional resource requirements to manage the tool. There is limited support for punchouts, so that makes the purchasing process very manual.
If you are looking for a generic purpose workflow tool that can not only support procurement but any other business process, then Kissflow is the best choice for you.
Here are the key features regarding purchase order and invoicing capabilities
Kissflow starters at $1,990/month are billed annually.
Kissflow doesn’t break the cost down by features or users.
A key part of the requirements is that any purchase order or invoicing system syncs transactions and master data with QuickBooks.You should be able to quickly authorize the connection with your QuickBooks account.This is important for two reasons:
We recommend that the purchase order software system should supports the following:
With QuickBooks, you can sync the master data to use in the transactions. We recommend using the following master data sync from QuickBooks
The transaction sync allows you to send the transaction data back to QuickBooks.
This includes the following
The transaction sync should be event-based so that as and when a document is created and approved in the purchase order system, it automatically sends it to the QuickBooks system.
This saves time and an extra step to sync the transaction data with the accounting system.
We tend not to give generic advice on the best purchase order software for you. The reason is that it depends upon your objectives.
So here are some key features for each category of purchase order automation solutions so that you can decide what works best for you.
A purchase requisition is the core functionality of purchase order software. With purchase requisition automation, you can eliminate your employees’ manual purchase requisition process.
The key here is not to just replace the paper form with an electronic one because no one likes to fill out forms!
Instead, use this as an opportunity to simplify the purchase requisition process. Here are some ideas
This gives management the ability to control spending and manage budgets effectively.
Here are two things to keep in mind:
Use approvals as a mechanism to set up accountability for your middle management tier.
Once the requisition is approved, you can convert that into a purchase order and send it to the vendor.
With the purchase orders functionality, you should be able to:
You can make a repeat purchase a breeze with catalogs for your employees. You can connect with the vendor website or build your catalog to improve purchasing experience.
If you would like to read more about these features, start here:
To recap, here are the best purchase order software to try this year:
What you should do now
Whenever you’re ready… here are 4 ways we can help you scale your purchasing and Accounts payable process.