Purchase Order Management Software for Xero

Control spending, streamline PO creation & automate approvals — without giving everyone access to Xero

THE PROBLEM

Manually generating & managing new purchase orders in Xero isn’t efficient or scalable.

The time invested in manual purchase order processes costs teams thousands and takes away from more valuable tasks.

  • +more

Managers have to review & approve dozens of purchase orders every week

  • You can’t control & monitor spending as purchasing volume increases
  • There’s no visibility into order status once POs are sent
  • Spreadsheets for PO & cost tracking aren’t reliable (unless everyone constantly updates them)

ProcureDesk supports one-click approvals & lets you track real-time PO status

  • View real-time budgets as POs are approved & sent
  • Automate purchase approvals & improve compliance
  • Match invoices with POs & receipts automatically
HOW IT WORKS

There’s a better way to manage the purchase order approval process in Xero. Here’s how it works.

(We’ll Set Up Everything For You.)

  • Fully integrated purchasing & invoicing solution that integrates with Xero.
  • Customized purchasing process to suit your procurement workflows.
  • White-glove setup & training included.
Step: 01

Purchase Order Software for Xero

Connect your Xero accounting software to ProcureDesk — it takes less than a minute.

  • ProcureDesk offers two-way sync with Xero.
  • No more redundant manual data entry between systems.
  • Support multiple Xero business units in a single ProcureDesk instance.
Step: 02

Sync the Master Data from Xero

ProcureDesk automatically imports data from Xero, including:

  • Suppliers
  • The chart of accounts
  • Tracking categories
  • Projects
  • Everything you need to create & track purchase orders
Step: 03

Create Purchasing Catalogs for a Better Employee Experience

Set up punch-out catalogs with your preferred suppliers — such as Amazon, Staples, Office Depot, and many more — to make everyday purchasing easier for employees.

Enable one-click purchasing so that employees don’t have to fill out purchase requisitions manually.

Step: 04

Purchase Order Approval Workflow

Control employee spending with custom approval workflows.

ProcureDesk reviews each purchase request before dispatching POs to vendors and:

  • Automatically approves orders within budgets & guidelines.
  • Denies orders exceeding budgets.
  • Routes POs to the right department managers for proper authorization.

You can route orders by product category, supplier, business unit, purchase amount, etc.

You can even create multi-level flows if you’d like multiple sets of eyes reviewing PRs.

Bonus: ProcureDesk includes quote management. You can easily get quotes from suppliers before approving POs and automate your end-to-end procurement process.

Step: 05

Mobile Apps & Omnichannel Approvals

Review purchase requests from the ProcureDesk dashboard, mobile apps, email, or Slack — 24/7. Approvals have never been easier.

Our mobile apps are available for both Android and Apple (iOS) devices.

Step: 06

Track Orders & Delivery Status

Monitor all purchase orders in one single place. (No more spreadsheets or messy bookkeeping to track order status!)

With ProcureDesk's receipt management, purchasers can confirm they received orders, note delivery dates, and log order conditions.

Step: 07

Automatically Match Invoices & POs to Verify Payments

Say bye-bye to manually matching invoices and purchase orders.

  • ProcureDesk automatically centralizes invoice capture so our system can match invoices to POs and receipts.
  • We offer three-way matching to reconcile invoices for physical goods (with POs and receipts).
  • Or our system can match invoices to POs and route documents for a final review (for subscriptions, services, or other spending).

You can even define tolerances for accepting invoice variance within a certain range.

Step: 08

Pay Vendors Using Your Existing Tools

Once invoices are reconciled and approved, our system automatically pushes ready-to-pay bills (and all invoice data) to Xero for payment.

From there, payment status is automatically updated in ProcureDesk to avoid duplicate work.

With ProcureDesk’s reporting dashboard, you’ll always see real-time cash flow.

Frequently Asked Questions

Yes, Xero lets you build purchase orders and offers templates to support PO creation, but users still have to complete these manually. Then, Xero stores all POs in the system for approval routing, purchasing, and invoice reconciliation. (Though many teams still require spreadsheets to track POs and their status.)

The additional catch is that you have to give each user access to Xero for them to build or work with POs.

Xero’s purchase order system might work for small businesses that only place a few orders a month but can’t sustain growing teams or enterprises.

Select the status panel of the purchase order you want to customize, select edit, and update the purchase order fields. Then, save or approve the purchase order when complete.

Users with the following permissions can approve purchase orders:
  • Adviser
  • Standard
  • Invoice Only (Approve & Pay)
  • Invoice Only (Purchases)

Yes, users can dispatch approved purchase orders via email. To do so, click the status panel of PO(s) you want to view and send, select send, and complete the messaging fields.

This is a manual process, and Xero does not have automation to streamline or support it.

No, you don’t need to sync the data between ProcureDesk and Xero manually. Our Xero integration pushes POs and invoices between platforms in real-time, so 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, our system pushes invoice data along with a copy of the invoice document for reference in Xero.

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, 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 the documents for review before approving payments.

Yes, ProcureDesk has user-friendly features to create custom approval workflows — and we’ll also help you build approval trees during onboarding so you know how they work and how to make changes.

You can create approval workflows with multiple steps or group approvals. You can also set conditional workflows based on purchase amounts, purchasing departments, etc.

You can choose one system to create and manage supplier catalogs, so you won’t have to duplicate the effort.

You can create suppliers in ProcureDesk and automatically sync that with Xero. Or, you can create suppliers in Xero and sync back to ProcureDesk.

Yes, your tracking categories in Xero can be imported and saved in ProcureDesk. You can then assign the category codes to POs and supplier invoices.

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