by ProcureDeskLast Updated : Dec-11-2023
High-quality procurement software can automate end-to-end procurement workflows; they allow all of the teams in your organization to purchase from approved vendors, enable spend control, and save time on tasks like requisitions, invoice matching, and payments.
When comparing these software solutions, there are factors to consider beyond features and pricing, including available integrations with accounting software, ease of use, implementation, and scalability — so you can successfully launch the solution, bring other users on board, and grow in the software.
We put together this guide of the best procurement software and organized our recommendations per business size, so you can scroll to the section that describes you and compare the top options.
We start with a review of our software, ProcureDesk, with features to support your teams’ workflows — from creating purchase requests to managing vendor payments. Our software supports procurement teams by serving as a hub where everyone in your organization can purchase from vendors without going over budget.
ProcureDesk supports procurement and accounting teams by automating as much of their processes as possible, from creating purchase requests and generating POs to invoice matching and managing vendor payments.
We design our features so they’re easy to use; teams small and large can learn the software without formal training.
Our platform also has features to simplify vendor communications, connect purchasing and AP workflows, and manage accounts payable processes.
Users can monitor POs from the time they’re sent until invoices are received and paid. Vendors can acknowledge and comment on POs directly in the system so users always know the status of orders (you can even add shipping information to track orders en route).
After purchasers receive orders, they can import receipts and record any issues with their orders in the system. Then, the accounting team can reference these notes during invoice approval workflows.
On that note, ProcureDesk allows AP teams to connect the emails they use to manage vendor relationships and consolidate new invoices in our dashboard. Our dashboard uses optical character recognition (OCR) to extract data from invoices and match them with the POs and receipts in our system. This three-way invoice matching enables immediate invoice reconciliation.
Accounting teams can easily view new invoices with their corresponding POs and see if they’re approved to pay (and if not, what the issue is). Then, they can troubleshoot issues with vendors or import invoice data to the ERP and send payment. Payments are recorded in ProcureDesk, so AP teams know which invoices have already been addressed.
Here’s a look at how our features work:
ProcureDesk’s punchout catalogs make purchasing easy and improve the employee experience: employees can access the dashboard any time they wish to make a purchase and shop directly on vendor sites they already know how to use.
Once employees build their order, the purchase request is created and visible to management within ProcureDesk. Since employees don’t have to copy over purchase details or create POs from templates manually, ProcureDesk ensures accuracy while speeding up the purchasing process.
Obtaining approvals is simple, too. ProcureDesk automatically checks purchase requests against budgets and other criteria to prevent employees from submitting orders that don’t meet set requirements.
Our system can automatically approve orders below specific amounts, from certain vendors, or that meet preset specifications. Otherwise, our team will work with you during onboarding to create approval trees so requests can be routed to the appropriate team members for review.
Users are instantly notified of new purchase requests so they can immediately approve orders, generate POs, and send orders to vendors (we even allow users to approve purchases on the go from our app).
See how Elgohar (a non-profit organization supporting communities with services like senior care and mental health programs) increased purchase transparency and compliance in our case study.
Our online purchase order system can seamlessly push POs to vendors via integration, or our platform can generate and automatically send POs via email (depending on the type of integration the vendor provides). Then, vendors can provide status updates within the PO so you know when orders are acknowledged and fulfilled.
When the purchaser receives their order, they can log into ProcureDesk, add the receipt details, and note any issues with their order (received wrong quantity, items missing or damaged, etc.). This record enables our three-way invoice matching feature that supports AP workflows.
ProcureDesk automatically reconciles invoices by extracting the data and matching it with the correct purchase order and receipt; our system can analyze receipt details and notify users if invoices are ready to pay.
ProcureDesk’s three-way invoice matching eliminates the need for AP teams to manually process invoices and reach out to co-workers when they have questions about orders. They have all the information they need, instantly available, to resolve supplier issues and prep invoice payments.
Then, users can push invoice data to their ERP and send vendor payments. (We integrate with QuickBooks, Bill.com, Sage, NetSuite, Dynamic 365, and other accounting software.) Once the AP team sends payments, the status is updated in ProcureDesk so users can avoid duplicate payments.
Note: Invoice processing in most AP automation software is supported through two-way invoice matching (where the system matches only the invoice and PO). But this still leaves AP teams to manually validate orders before issuing payment — which can be super time-consuming if you’re processing dozens of invoices and have no easy way to reference receipts. Three-way invoice matching saves time and allows AP teams to send faster payments, which makes everyone happy.
Our platform provides real-time cost control by allowing you to establish budgets (for different departments/users or by vendor or spend category) to prevent purchasers from accidentally overspending. Purchase orders automatically populate in the dashboard as they are created so management can see what users are purchasing and how much of their monthly budget remains.
Procurement teams can pace and plan for purchases and avoid double orders, and accounting teams don’t have to wait until they receive invoices to know what the company is spending.
Our reporting dashboard also lets you analyze spending on a broader scale. You can see stats like spend by category, spend by supplier, and spend by user, and you can adjust reports to view data over different time frames and pinpoint spending trends.
Our reporting dashboard offers better visibility into spending and allows you to make more strategic financial decisions. For example, you understand when your business spends the most so you can plan appropriate budgets, or see who you spend the most with so you can re-negotiate vendor contracts for better deals.
We offer three packages to support businesses with different needs and in growth stages.
All packages include complimentary white-glove onboarding; our team will handle software set-up so you can make the upgrade without hassle. We’ll meet with you to discuss integrations and purchase order approval processes so the solution is configured to your specifications.
Note: Procurement software with tools to support accounts payable processes (like ProcureDesk!) are called procure-to-pay or source-to-pay solutions — as they support workflows through purchasing and managing payment.
Below, we review other highly-rated procurement systems you may see as you shop. We’ve categorized our recommendations by business size:
These solutions allow small companies to organize and automate some of their procurement processes without a lot of upfront investment or complicated implementations.
Tradogram appeals to small businesses because the brand offers a freemium model, so businesses can try the software for free and upgrade to the Premium plan with more advanced features when needed.
The free plan includes essential purchase order management and invoice tracking tools, but it limits you to five transactions per month and lacks essential features like approval routing and requisition features. You realistically need to invest in the paid package to make the best use of this software, but it’s a fine option to get started.
Reviewers of the software noted a lack of training resources, so set-up and onboarding can be challenging, but they also note that Tradogram has a responsive support team and can customize the software to suit specific requirements.
Tradogram offers a free plan (as discussed above) that supports one user seat. Their Premium Plan starts at $168/month and allows access to the requisition model, approval routing tools, budget tracking and reporting, integrations, mobile apps, and customer support. This plan supports up to 19 users.
Tradogram also offers custom packages and pricing for teams with 20+ users — these plans include full account set-up and perks like punchout features.
Order.co offers a procure-to-pay solution with unique features like virtual spend cards to simplify purchasing. This software strives for convenience by allowing users to purchase from approved vendors on the fly or build custom carts with everything they need across all vendors. Order supports AP teams with invoice matching and advanced vendor management tools that allow them to consolidate invoices into one bill and pay all vendors in one swoop.
Order’s feature set makes it best for small companies that usually purchase from e-commerce sites or partner with a limited number of vendors, and it works well for teams with small (or no) AP staff that are primarily interested in time-saving tools.
Reviewers generally liked the platform’s ease of use and ability to create custom orders with all requested products — users can search by vendor or product and quickly add items to their cart. However, users note that correcting orders in the purchasing software can be tedious.
Order does not publicly disclose pricing; you can schedule a demo with them to receive a custom quote.
Precoro is budget-friendly procurement software with features to support procure-to-pay processes and extras like inventory management and contract management. Despite its larger feature set, some organizations may find the tools “basic” or lacking the same in-depth functionality as competitors; this is why it’s best for small businesses needing a more simplistic solution.
Reviewers generally like the intuitive interface, but some users noted a desire for better inventory management functionality.
Precoro’s primary features allow you to simplify all types of purchasing requests (e.g., new order requests, reimbursement requests, new vendor requests), control purchases and spending, automate AP tasks, and monitor all processes in one place.
Precoro offers two plans: one for smaller teams and one for larger teams. Both plans include all features and support.
The entry-level plan costs $35 per user per month and supports up to 20 users (you can use Precoro’s pricing tool to specify users and see your estimated charges). Larger teams must contact Precoro for “individually tailored pricing.”
These solutions come with more advanced automation and reporting features and solid vendor support — they’re best for established companies with procurement needs across multiple departments and locations.
Procurify is a feature-rich P2P solution with artificial intelligence (AI) backed features to automate procurement and AP processes. The platform has over a hundred features to support procure-to-pay workflows, including virtual spend cards for employees, real-time budget visibility, integrations with ERPs like NetSuite and Sage, and more.
Procurify offers all users the same features and benefits; pricing is based on business size — we place them in the category for growing businesses because Procurify offers more advanced features to manage operations and grow profitability (and packages for small businesses start at $1K/month).
Procurify offers four plans, you choose a plan by how many seats you need.
Unlike the other solutions listed here, Kissflow is a general workflow management and process automation tool — however, they advertise themselves as a procurement software solution because the platform includes a procurement workflow module (Procurement Cloud).
We include them because their software’s low-code versatility means it can work well for companies with a unique procurement process — you can customize Kissflow’s product any which way to support the workflows and operations relevant to your procurement team. Just note that this software does require a more labor-intensive setup — though Kissflow’s team is around to help — and is fully cloud-hosted.
This product also works nicely for growing companies that need workflow management with process automation or a low-code app builder to support other operations (beyond procurement) because they can add Kissflow’s other modules.
Users say the software’s customization is both a pro and a con: you can configure the platform to support countless workflows, but it has a steep learning curve and requires development knowledge.
Kissflow Procurement Cloud starts at $2,499/month: pricing is based on features, number of transactions, and user seats. We should note Kissflow bills annually and requires a 12-month contract.
These procurement solutions are rather robust, with global capabilities, advanced automation tools, and features to improve spend control. They may be more complex to learn (and come at a higher price tag), but these brands earn good reviews, and their products offer dozens of benefits for users.
Coupa is a cloud-based spend management platform with features to support P2P processes and full procurement automation. Procurement teams can integrate the platform with supplier catalogs, users can create purchase requests in the system, and then procurement and AP managers can approve orders and process invoices.
The platform isn’t drastically different from our solutions for smaller teams, but the features are more comprehensive, and Coupa offers extra functionality to support business growth (like strategic sourcing, cash and liquidity management, supply chain management, and third-party risk management).
User reviews note the cash flow visibility and customizable workflows as positives, but some users caution that the integration process can be complex and the learning curve is steep.
Coupa’s e-procurement solution has global capabilities and flexible ERP integrations, and they work with teams worldwide. However, due to the nature and complexity of the software, it’s best for fast-growing and enterprise teams.
Coupa doesn’t list pricing on the website so customers need to contact them for a quote.
Jaggaer is an e-procurement software and spend management solution best suited for global enterprises. Their platform has dozens of advanced features and AI tools, including one-stop purchasing, digital invoice capture, e-invoicing, compliance management, spend analytics, and payment solutions. Organizations can leverage this platform to optimize procurement processes, automate AP workflows, control costs, and manage supplier relationships.
Jaggaer offers solutions for sourcing and contract management, supply chain management, procure to pay, and source to contract. As you might expect from a complex solution, Jaggaer has a bit of a learning curve, and users note longer implementation times; however, they also say Jaggaer’s team offers great customer support as you get started.
Jaggaer does not include pricing information on their website, but our experience and user reviews suggest this solution is one of the more expensive options on the list.
ProcureDesk procure-to-pay solution can support businesses of all sizes, but we’re especially popular for teams moving away from spreadsheets because we offer an easy-to-use system that supports the purchasing process and makes it easier to communicate with vendors and accounting teams.
Our solution brings everyone under one roof: procurement managers, users making purchases, vendors fulfilling orders, and accounting teams processing invoices.
What you should do now
Whenever you’re ready… here are 4 ways we can help you scale your purchasing and Accounts payable process.