Every Growing Company Needs a Purchasing System

And hundreds of growing companies are using ProcureDesk to simplify their purchasing process and getting rid of manual spreadsheets based processes.

“ProcureDesk saves us 25% to 35% percent of the time that we used to spend on processing purchase orders & invoices, which is huge.”

Kevin Slatnick – CFO Coast Flight

 

 

Is This the Best Way to Manage Your Purchase Orders Approval Workflow?

Manually creating purchase orders in Xero doesn’t scale and having Spreadsheets for order tracking is not sustainable when you have multiple people dealing with the purchase order.

Here are the problems with spreadsheets:

  • Xero doesn’t support a purchase order approval workflow, so there is no way to have built-in cost control.
  • You can have a manual purchase order approval process but then you need one person dedicated to raising purchase orders in Xero.
  • Tracking purchase order data in Spreadsheets doesn’t work because the data keeps on changing and not is always up to date. It is a struggle to track what supplier invoices are approved and what are pending?
  • It is not advisable to open up Xero’s purchase order management module to all the employees.

Xero Is Awesome but Can It Scale With Your Operations?

Here are the challenges with managing purchase orders in Xero:

  • There is no built-in purchase order workflow in Xero to route approval requests.
  • You can’t give Xero access to the entire team so that they can create purchase orders.
  • You can enter the data manually but having a single team doing data entry leads to bottlenecks. The result: AP teams working overtime to enter purchase orders and invoices in Xero.

There’s a Better Way to Manage Purchase Order Approval Process in Xero

ProcureDesk provides a fully integrated purchasing and invoicing solution that integrates with Xero. We help you control cost, reduce the time spent on processing invoices, and eliminate the data entry in Xero.

Here is how it works.

Step 1: Purchase Order Software that Integrates With Xero

Connect your Xero Accounting Software module to ProcureDesk, it takes less than a minute.

    Step 2: Sync the Master Data From Xero

    We will automatically import data from Xero. That includes the chart of accounts, suppliers, Tracking categories, projects, and everything you need to create, track purchase orders, and invoices. No redundant data entry and creating data in two different systems.  ProcureDesk supports 2-way sync with Xero for master data like suppliers.

      • Have multiple business units? No problem, you can manage data across multiple Xero business units in one single ProcureDesk instance.
      • No redundant data entry and creating data in two different systems.
      • ProcureDesk supports 2-way sync with Xero for master data like suppliers.

    Step 3: Setup Catalogs for Better Employee Experience

    Make everyday purchasing easier for suppliers by setting up punch-out catalogs with your preferred suppliers like Amazon, Staples, Office Depot, and many more. 

      • Enable one-click purchasing, so that employees don’t have to type in data to create requisitions. 

    Step 4: Purchase Order Approval Workflow

    Control cost by routing Purchase Order (PO) request for approval before it is sent to the vendor.

      • ProcureDesk flexible workflow engine is designed to suit your cost control needs. For example, purchase order request routing based on business units, department, the purchase amount, etc.
      • Multi-level purchase order and invoice approval based on authority level or complex workflow rules.
      • Route the approvals to department managers or finance to ensure proper authorization of the spend.
      • Have different business units? No problem you can set up different approval workflows for each business unit.
      • Need to get quotes before the approval of purchase orders? No problem, we got you covered. With built-in quote management, you can easily get quotes from suppliers and automate your end-to-end procurement process.

    Step 5: Mobile App for Purchase & Invoice Approvals

    Approve purchase requests or invoices with ease by using ProcureDesk Mobile App for approvals.

      • Supported on both Android and Apple (iOS) devices, approvals have never been easier.

    Step 6: Track Orders and Delivery Status

    Track all purchase orders in one single place. No more spreadsheets to track order status and delivery information.

      Step 7: Setup Invoicing and Matching Automation

      Say bye-bye to the manual matching of invoices with purchase orders. 

        • Setup automation to automatically capture invoices and let the system do the 3-way and 2-way match for you.
        • You can even define tolerances for accepting invoices variance within a certain range.
        • With the integrated Invoicing module, you don’t have to worry about manual data entry in Xero. Once the Bill is approved in ProcureDesk, we automatically import the bill into Xero.

      Step 8: Pay Vendors Using Your Existing Tools

      We automatically send ready-to-pay bills to Xero. 

        • Pay bills using Xero or any other payment platform like Bill.com.
        • Don’t worry we will automatically sync the payment information back to ProcureDesk so that your employees that the vendor has been paid.
        • Get a real-time view of your cash flow with Dashboard and reporting.

      ROI guarantee

      If you don’t see an immediate reduction in the time spent on processing purchase orders and invoices, then the first month is on us. 

      You Deserve a Better Purchasing Process

      Control Cost and Increase Cashflow Visibility

      Integrated purchasing and invoicing to help you drive a better, transparent purchasing process.

      Request a Demo

      Purchase to Pay Process Optimizer

      Actionable strategies you can implement today to reduce the time spent on processing purchase orders & Invoices.

      Download Purchase to Pay Process Optimizer

      Common Questions

      No, You don’t need to manually sync the data between ProcureDesk and Xero. We integrate transactions like Purchase Orders and Invoices in real-time so that you can instantly see the data in Xero. Other data that needs to be pulled from Xero can be either scheduled or imported on-demand.

      Yes, you can match the invoices with purchase orders and receipts for material purchases. For service invoices, you can match an invoice with a purchase order and then route for the review before the invoice can be marked approved.

      Yes, once the invoice is marked paid in Xero, we sync the payment status along with payment remittance details from Xero. This can be done on-demand or on a fixed schedule.

      Yes, if you have tracking categories configured in Xero, that can be imported into ProcureDesk. You can then assign the category codes to transactions like Purchase Orders and Invoices.

      Yes, ProcureDesk supports configurable workflows that allow you to easily set up the workflow. You can set up multiple steps, group approvals, or conditional workflows based on the amount, department, etc.

      The purchase order is approved in ProcureDesk. Once the PO is approved, it is automatically sent to the vendor and Xero at the same time.

      Yes, the invoice copy is sent along with the invoice data to Xero.

      You can choose one system to create and manage suppliers so that you don’t have to duplicate the effort. For example, You can create suppliers in ProcureDesk and it will automatically sync that with Xero. Alternatively, you can create suppliers in Xero and sync back to ProcureDesk.