Managing spending manually leads to poor visibility, delayed approvals, invoice mismatches, and limited financial control.
ProcureDesk and AvidXchange are both popular platforms for spend management and AP automation solutions. But choosing the right tool that fits your business needs can be tricky.
In this article, we’ll compare ProcureDesk vs. AvidXchange. We’ll review each tool’s key features, pricing, and customer reviews to help you choose the right software.
TL;DR: ProcureDesk vs. AvidXchange
| Platform | Key Features | Best For | Overall Rating |
| ProcureDesk | Full PO lifecycle, flexible approval workflows, 200+ vendor catalogs, real-time budget controls, supplier management, invoice processing, spend analytics, built-in supplier portal, and mobile app | Small to mid-sized businesses managing 50+ POs or 100+ invoices per month | 4.8/5⭐ |
| AvidXchange | PO automation, 2- & 3-way invoice matching, AvidPay, supplier onboarding, ERP integrations, BI-powered analytics, and Supplier Hub for vendor self-service | Mid-to-large companies with complex AP processes and high invoice volumes needing strict compliance and payment automation | 4.4/5⭐ |
ProcureDesk
ProcureDesk is spend management software built for small to mid-sized businesses (SMBs) managing 50+ purchase orders or 100+ invoices per month. It serves a wide range of industries, such as biotech, climate tech, education, construction, and nonprofit.
The software allows you to customize your procurement and accounts payable (AP) workflows with scalable solutions.
ProcureDesk Key Features
The following are the key features of ProcureDesk:
Custom Workflows for Hierarchical Approvals
Managing approvals manually across emails or spreadsheets slows down your purchasing workflows.
ProcureDesk allows you to build custom workflows based on purchase amount, department, vendor, category, or project. The system has built-in routing intelligence that redirects or auto-approves your purchase requests based on a predefined condition.
For example, if you set a $2,000 spending limit for a specific department, ProcureDesk will auto-approve all requests under this amount. Any request that crosses the limit is automatically sent to the department manager for review.
Our software lets you build an approval hierarchy in two ways:
- Sequential approvals: Requests move step-by-step, where each approver must approve it before it moves to the next person, e.g., Department → Finance → Leadership.
- Parallel approvals: Requests go to multiple approvers at the same time, allowing faster approvals without waiting for others.
If a request isn’t approved within a set timeframe, ProcureDesk can escalate it to a backup approver or higher authority to prevent delays. Approvers also receive real-time notifications via email or mobile alerts, so they can review and act quickly.
This helps you streamline your approval flow without manual intervention, while your managers can focus on high-value tasks, such as reviewing strategic purchases or spending patterns, to optimize the procurement process.
Purchase Order Management for a Streamlined Process
Managing 50+ purchase orders (POs) manually leads to approval delays, overspending, and non-compliance.
ProcureDesk offers purchase order approval software capabilities with spending controls and real-time visibility. Once your requests go through the approval process, our system converts them into POs.
All your purchase orders are consolidated into a single dashboard. Each purchase order contains detailed information, including order number, order date, created by, supplier, status, amount, and department. This gives you order accuracy and visibility throughout the procurement process.
For example, a Bronx-based charter school network used ProcureDesk to automate POs and integrate with Bill.com. As a result, orders that once took five days were completed in less than 24 hours. This gave teachers faster access to supplies and freed up the finance team to focus on other priorities.
Vendor Catalog Integration to Control the Purchasing Experience
Many small teams don’t have approved vendor lists and standardized pricing terms. Employees order from different sites, leading to duplicate orders, higher costs, and overspending.
ProcureDesk integrates 200+ vendor catalogs, including Amazon, CDW, Office Depot, Thermo Fisher, and Fisher Scientific, directly into its system. You can select your preferred vendors with spending limits, allowing you to maintain purchasing compliance and prevent rogue (unauthorized) spending.
When employees need anything, they simply open a vendor catalog on ProcureDesk like any e-commerce site. They can add items to the cart and create a request. Our procurement system pulls up-to-date pricing, availability, descriptions, and negotiated discounts directly from vendor sites for approval.
For example, if a biotech researcher needs to order lab supplies, they can use ProcureDesk to order directly. The system will display items from an approved catalog. Once items are added, the system auto-fills pricing and availability, then routes the request for approval before sending it to the supplier.
You can also add custom catalogs of suppliers not available in our built-in vendor library. Our customer support team helps you import the catalog during the onboarding process by uploading data through an Excel file or a punch-out link.
These catalogs are converted into a searchable online catalog experience so teams can easily buy from trusted or niche suppliers.
Supplier Management for Performance Evaluation
Without a procurement management system, managing multiple suppliers is hard. You lack visibility and control to evaluate product quality, delivery timelines, or agreement compliance.
ProcureDesk offers supplier management within its dashboard for each order, invoice, and approval. Once a purchase order is sent to the vendor, our platform automatically records vendor details, delivery timelines, and order fulfillment status.
Suppliers can confirm the order status directly using the vendor portal. They get instant reminders whenever a purchase order is sent. This prevents manual follow-ups through emails.
ProcureDesk also allows you to track vendor performance metrics from your dashboard. If a shipment is late or the wrong item arrives, your team can flag the issue directly on the purchase order record.
Over time, these records create a detailed performance history for each supplier. This data helps you identify trends, compare vendor reliability, and make informed decisions about which relationships to continue or renegotiate.
With ProcureDesk, your team can also:
- Manage compliance documents: Store contracts, certifications, and tax forms with automated renewal reminders.
- Eliminate duplicate records: Automated checks prevent repetitive supplier entries.
- Promote preferred vendors: Guide employees to approved suppliers during the request process.
- Stay audit-ready: Every interaction is automatically timestamped for compliance and reporting needs.
For example, if a supplier repeatedly misses deadlines, you can quickly review their history in ProcureDesk. You can decide whether to address the issue, pause future orders, or renegotiate terms, all without searching through emails or paper files.
Invoice Processing and Matching for AP Automation
If you’re managing 100+ invoices using disconnected tools, you’re likely to face mismatches, data entry errors, and payment delays.
ProcureDesk’s invoice processing software integrates with your procurement workflows, so you don’t have to switch between tools.
When a vendor sends an invoice, our software automatically captures invoice details using OCR (optical character recognition) technology. These details are converted into an electronic invoice and stored in the dashboard.
Once captured, ProcureDesk automatically matches the invoice against the original purchase order and receipt, called the 3-way matching process. If all three documents match, the system automatically approves the invoice and syncs the data into your accounting system.
If there’s a discrepancy, it flags the issue and routes it to the appropriate team member for review. Only approved invoices are sent to your accounting software to make sure your accounting records remain accurate, clean, and audit-ready.
This process reduces manual effort, minimizes errors, and speeds up the entire accounts payable cycle.
Vendor Payments for Faster Billing Process
Juggling multiple tools to handle vendor payments leads to duplicate entries, payment delays, and compliance issues.
ProcureDesk automates bill payments by integrating ACH, physical checks, and virtual cards. This streamlines your procure-to-pay process, from invoice approval to final payout.
Once an invoice is approved in ProcureDesk, the platform automatically schedules and processes payments without the need to log into multiple bank portals or manually update financial records.
The ACH payment method allows you to send funds quickly and securely. It’s ideal for routine, high-volume transactions, so vendors are paid on time while reducing banking fees.
If your suppliers depend on traditional methods, ProcureDesk also supports physical check payments. This gives you flexibility when working with vendors that haven’t transitioned to digital payments.
ProcureDesk also supports virtual cards, providing a secure one-time payment solution. These cards help reduce fraud risk and can even generate rebate rewards, turning routine vendor payments into a cost-saving opportunity.
Payments are instantly synced with your accounting or ERP system, reducing errors and streamlining reconciliation.
Budget Management for Cost Control
Without real-time budget tracking, it’s hard to allocate spending limits or prevent overspending across teams.
ProcureDesk supports built-in budgetary controls with real-time spend visibility, so your employees meet purchasing compliance. Our software automatically checks each purchase request against available departmental, project, or fiscal year budgets.
You can configure spending thresholds and approval workflows based on parameters such as department, project, or vendor. If a request risks exceeding the budget, the system raises an alert. This prevents rogue spending.
Each purchase is also tagged to a General Ledger (GL) account, such as Office Supplies, Lab Equipment, or Marketing. By linking purchases to specific accounts, you can compare actual spending to budgets and make better financial decisions.
This automation prevents unauthorized purchases and keeps procurement aligned with financial policies.
Spend Analytics to Forecast Budget Usage
Manual procurement lacks advanced reporting capabilities, which prevents small teams from accurately allocating budgets to different departments.
ProcureDesk provides real-time spend analytics that bring clarity and control to your procurement strategy. Its intuitive dashboards and actionable reports break down spending by department, supplier, and category. This level of transparency allows teams to forecast budget usage with confidence.
Every purchase request is automatically linked to active budgets, with built-in checks and alerts to prevent overspending before it happens.
For example, ProcureDesk helped a biotech company gain visibility into the costs of each stage of drug and device development. This allowed their team to track spending at a vendor level, improve budgeting for clinical trials, and plan more accurately for future treatments and indications.
With ProcureDesk, your finance teams can allocate department-wise budgets, identify cost-saving opportunities, and forecast spending patterns more accurately.
ProcureDesk Mobile App
Field teams often need to approve urgent purchase requests or order critical supplies while working on-site. Manual systems force them to wait until they’re back at a desk.
ProcureDesk supports a native mobile app that allows employees and managers to view, create, and manage purchasing workflows from anywhere.
Here’s how ProcureDesk supports mobile procurement:
- Create purchase requests on the go: Field teams can submit requisitions from anywhere, with automatic fields like department or project codes pre-filled for convenience.
- Review, approve, or reject requests instantly: Approvers receive real-time notifications and can review, approve, or reject purchase orders, invoices, and expenses directly from their mobile devices.
- Real-time order tracking: Field and office teams can track the status of purchase orders as they move through the procurement lifecycle.
- Capture receipts via camera: Field teams can snap photos of receipts and upload them instantly, reducing manual expense logging.
- Monitor and enforce budgets: Approvals include real-time checks against available budgets, helping prevent overspending.
ProcureDesk Integrations
Disconnected tools require manual workarounds that lead to inaccuracies, slow approvals, and data silos.
ProcureDesk integrates with your existing ERP, accounting, or communication systems. This allows teams to sync data, deploy faster, and control everything from a single platform.
Key integrations include:
ProcureDesk also supports Single Sign-On (SSO) with your existing corporate identity management provider, like Microsoft Azure, Okta, and OneLogin.
ProcureDesk Pros and Cons
Pros
- Beginner-friendly interface
- Guided onboarding support
- Custom multi-level approval workflows
- Requisition management
- Purchase order automation
- 200+ built-in vendor catalogs
- Supplier management
- Self-service vendor portals
- Spending controls
- 2-way and 3-way invoice matching
- OCR technology for invoice capture
- Real-time spend visibility
- Spend analytics
- Vendor bill payments
- Real-time dashboards
- Native mobile app
- Monthly budget reports
- 24/7 customer support
Cons
- Learning curve for advanced features, but the customer service team provides onboarding support
- No offline features
ProcureDesk Pricing
ProcureDesk offers three pricing plans depending on your team size, budget, and feature needs.
| Plan | Price (Monthly) | Includes | Best For |
| Purchasing Automation | $598/mo | 10 users, Custom Approval Workflows, Onboarding Support, Purchase Order Automation | Teams needing purchasing and approvals automation |
| Purchasing & AP Automation | $1020/mo | All Purchasing Automation features + Invoice Approval Workflows, 3-Way Invoice Matching, OCR for Invoices | Teams needing both purchasing and AP automation |
| Enterprise | Custom Quote | All features + Dedicated Account Manager, Vendor Portal, Single Sign On, Custom System Integration | Enterprises needing white-glove support and custom workflows |
ProcureDesk Reviews
Here’s what users like about ProcureDesk:
- Easy to use
- Adaptable to unique procurement needs
- Customizable workflows
- Built-in purchasing controls
- Intuitive modern interface
- Highly responsive customer service team
Here’s what users don’t like about ProcureDesk:
- Learning curve for new users
- No offline features
Review #1: “It has solved many issues within the AP process. We no longer have to use Teams folders and manually alert approvers to look at invoices. It has saved us a lot of time with the AP department.” – Nathan P.
Review #2: “The configuration options are impressive. A very well thought-out product with a support team that makes itself available whenever you need it. Additionally, there is an enormous amount of online documents on how to set up and use the product.” – William K.
ProcureDesk Rating
AvidXchange
AvidXchange is an accounts payable (AP) automation software tailored for mid-market businesses and their supplier networks. It is designed for industries such as real estate, construction, healthcare, banking, education, and hospitality.
It offers end-to-end AP automation with smooth invoice processing and payments, an extensive supplier payment network through AvidPay®, and industry-specific integrations.
AvidXchange Key Features
The following are the key features of AvidXchange:
End-to-End AP Automation
AvidXchange automates the entire accounts payable lifecycle, from invoice capture and approval workflows to payment execution. This reduces manual data entry and errors.
With smooth integration into your ERP or accounting system, teams spend less time on repetitive tasks and more time on high-value work.
Smarter Controls and Workflow Customization
AvidXchange offers customizable, rule-driven approval workflows and auto-escalation capabilities. This allows teams to review invoices quickly and accurately.
The platform supports built-in audit trails and configurable user permissions, so finance teams have greater control and maintain compliance across all operations.
AI-powered Purchase Order Automation
AvidXchange offers purchase order automation to help reduce unapproved purchases, mistakes in coding, and delays. This helps teams speed up purchase requests through the process.
Teams can quickly create and track purchase orders, while electronic search tools make it simple to find past POs or related documents. Everything is in one place, so managing purchase orders becomes faster and more organized.
Secure Payments
AvidXchange supports various electronic payment methods, including ACH, virtual cards, and digital checks. These payment methods are integrated with its AvidPay network.
This streamlines supplier payments while reducing reliance on paper, improving both speed and security.
BI-Powered Spend Analytics and Visibility
AvidXchange supports AvidAnalytics, which offers business intelligence (BI) insights into payment statuses, invoice cycles, and cash flow metrics. This helps in smarter budgeting, forecasting, and strategic decision-making.
AvidXchange Pros and Cons
Pros
- Automates invoice and payment workflows
- Eliminates paper checks and manual entry
- Integrates with 100+ ERP/accounting systems
- Customizable approval and routing workflows
- Real-time invoice and payment tracking
- AI-powered invoice capture and PO matching
- Scales easily as invoice volume grows
- Provides detailed dashboards and reporting tools
Cons
- Reporting tools lack advanced customization
- Slow invoice processing
- Limited mobile functionality
- Complex interface for new users
AvidXchange Pricing
AvidXchange offers custom pricing plans based on your business size and feature needs. According to online sources, the pricing may start at $440 per month.
AvidXchange Reviews
Here’s what users like about AvidXchange:
- Easy to use
- Automated invoice processing
- Accounts receivable solutions
- Strong integration with ERP systems
- Flexible vendor payment options
Here’s what users don’t like about AvidXchange:
- Delayed payment processing
- Inaccurate invoice capture
- Clunky, outdated user interface
- Too many clicks to navigate
- Poor customer support
Review #1: “My overall experience with AvidXchange has been rewarding and has been a significant asset to not only my department, but also my institution as a whole.” – Joshua F.
Review #2: “Customer service is absolutely horrible. It is almost impossible to speak on the phone with anyone….” – Kathleen H.
AvidXchange Rating
ProcureDesk vs. AvidXchange: Feature Comparison
Here’s a ProcureDesk vs. AvidXchange feature-by-feature comparison:
Both Support Purchase Order Automation
ProcureDesk offers an all-in-one PO lifecycle solution with fast PO creation using smart templates and punchout catalogs, along with automated approval routing. It also provides real-time status tracking and full receipt handling within a single dashboard.
AvidXchange emphasizes PO automation and control by reducing unapproved purchases and coding errors through 2- and 3-way matching, visual approval indicators, and tight ERP/import integration.
ProcureDesk Supports Flexible Approval Workflows, AvidXchange Relies on Admin-Defined Workflows
ProcureDesk delivers intelligent, rule-based routing with auto-escalation, mobile approvals, and real-time analytics. The platform is ideal for organizations needing flexible and context-aware workflows.
AvidXchange offers admin-defined workflows with optional ad-hoc approval steps and basic restart capabilities. It emphasizes simplicity and control within PO approval processes.
ProcureDesk Supports Built-in Vendor Catalogs, AvidXchange Has Limited Features
ProcureDesk integrates 200+ vendor catalogs, allowing employees to browse and shop directly on the platform. It smoothly returns data into the procurement system for approvals and PO creation.
AvidXchange relies on external partners to deliver cXML punch-out capabilities. This may require additional setup and lacks the smooth shopping experience of ProcureDesk.
Both Offer Automated Invoice Matching
Both ProcureDesk and AvidXchange support 2-way and 3-way matching capabilities. ProcureDesk’s invoice matching is ideal for SMBs needing an integrated procure-to-pay process with accounting systems.
AvidXchange’s configurable matching is best for companies with strict controls and high-volume AP teams needing to enforce compliance.
Both Support Supplier Management
ProcureDesk and AvidXchange both offer tools to manage suppliers. ProcureDesk focuses on internal vendor management with centralized records, contracts, and performance tracking. It also supports vendor portals for faster onboarding. Suppliers can submit invoices, update information, and track purchase orders on the portal.
AvidXchange emphasizes supplier engagement through its Supplier Hub, giving vendors real-time payment visibility and self-service access.
ProcureDesk Handles Bill Payments, AvidXchange Offers a Vendor Payment Network
ProcureDesk automates vendor payments using ACH, virtual cards, and physical checks. It syncs payments with accounting systems for invoicing. This is ideal for SMBs seeking streamlined payments without a separate AP network.
AvidPay is a full-service B2B payment network. It enrolls suppliers, handles preferences, and provides portals and support for over a million vendors, acting as an intermediary for payment execution.
ProcureDesk Enforces Budgets in Real Time, AvidXchange Uses Workflow-Based Budget Control
ProcureDesk provides live budget enforcement, letting teams set budgets by department, project, or GL category. It can block or require additional approvals for over-budget requests, preventing overspending before purchases. AvidXchange supports budget visibility and sync through its Avid Budget Sync module.
ProcureDesk Delivers Real-Time Spend Dashboards, AvidXchange Provides BI-Powered Spend Visibility
ProcureDesk features a real-time procurement dashboard that tracks spend by vendor, category, or department. This helps teams monitor spending trends and manage vendors without manual spreadsheets.
AvidXchange’s AvidAnalytics delivers business intelligence and dashboards across invoice, purchase order, and payment data. It features interactive visuals, natural-language queries, and insights into spending patterns, process efficiencies, and potential cost-saving opportunities.
ProcureDesk allows more proactive spend management, while AvidXchange provides reactive insights after purchases and invoices are processed.
ProcureDesk Integrates with Accounting & ERP Tools, AvidXchange Offers More ERP Options
ProcureDesk provides integrations with ERP and accounting systems like QuickBooks Online, QuickBooks Enterprise, and Xero. AvidXchange integrates with ERP and accounting systems, including NetSuite, Sage, Microsoft Dynamics, Yardi, and QuickBooks.
ProcureDesk fits SMBs needing fast, simple integration with cloud accounting tools. AvidXchange suits larger organizations with multiple ERPs or specialized systems.
ProcureDesk Supports Mobile App, AvidXchange Runs on Mobile-Optimized Browsers
ProcureDesk offers a native iOS and Android app for approving POs, invoices, and expenses, capturing receipts, and tracking budgets. It includes push notifications and real-time status updates for on-the-go procurement management.
AvidXchange doesn’t have a dedicated mobile app. But it is mobile-friendly via browser, allowing teams to approve invoices and track payments with limited features.
ProcureDesk vs. AvidXchange: Feature Comparison Table
| Feature | ProcureDesk | AvidXchange |
| Purchase Order Automation | Full PO lifecycle with templates, punchouts, approvals, receipts, and tracking | Strong PO control with 2- & 3-way matching and ERP import integration |
| Approval Workflows | Flexible, rule-based routing with mobile approvals and auto-escalation | Admin-defined workflows with basic restart and ad-hoc steps |
| Vendor Catalogs | 200+ built-in catalogs for smooth shopping and PO creation | Relies on external partners for punchout, requiring extra setup |
| Invoice Matching | 2- & 3-way matching, ideal for SMBs with integrated procure-to-pay processes | Configurable 2- & 3-way matching for strict compliance and high-volume AP |
| Vendor Management | Internal vendor records, contract tracking, vendor portals, and performance analytics | Supplier engagement with Supplier Hub for real-time payment visibility |
| Payments | ACH, checks, and virtual cards synced with accounting systems | AvidPay network handles payments, supplier enrollment, and vendor support |
| Budget Control | Real-time enforcement to block or approve over-budget purchases | Budget visibility/sync via Avid Budget Sync |
| Spend Analytics | Real-time dashboards for proactive spend tracking by category or vendor | AvidAnalytics delivers post-purchase BI and deep reporting |
| Integrations | Integrations with QuickBooks, Xero, and similar SMB tools | ERP integrations, including NetSuite, Sage, Dynamics, and Yardi |
| Mobile Access | Native iOS and Android app with approvals, receipts, and push notifications | Mobile-friendly browser access with limited features |
Bottom Line: ProcureDesk vs. AvidXchange (Which Software to Choose)?
Choosing between ProcureDesk and AvidXchange depends on your business size, feature needs, and budget.
AvidXchange is best for mid-sized to large enterprises that need to streamline their financial operations by automating accounts payable. It offers AP, AR, spending, and payments on a single platform.
ProcureDesk is the best spend management and AP automation software for SMBs earning $10M – $100M+ in annual revenue. It offers flexible multi-level workflows, vendor catalogs, PO management, budget controls, real-time spend visibility, invoice matching, and spend analytics.
Our platform syncs directly with your accounting or ERP systems, allowing you to onboard faster without disrupting your daily operations. This helps you speed up invoice approvals, control costs, and reduce data inaccuracies.
Book a free demo to learn how ProcureDesk adapts to your purchasing and AP workflows with real-time spend control and visibility.
