Purchase Order Approval Software

Purchase Order Approval Software for Mid-Market Finance Teams

ProcureDesk routes every purchase request through your approval rules before the PO is issued. Built for companies with 100–1,000 employees: budget checks at request, a complete audit trail, and 3-way matching, live in 2–4 weeks.

THE PROBLEM

Spreadsheets Weren’t Made For Tracking Approvals for 100s of Orders & Invoices…

An inefficient purchase order management process can cost your company $1000s in mistakes and is a constant hassle to maintain.

+more

Every Week 10s or 100s of Approvals Need To Be Made Manually.

Impossible to control costs
Data always un-updated
Can’t trust what it says

Watch me make a “1-click” approval & track its real-time status.

Real-time budget visibility
Approve orders with confidence
Match invoices & order automatically

HOW IT WORKS

There is a better way to manage your purchase order approval and the entire purchasing process. Here is how it works.

( We’ll Set Up Everything For You )

Custom Auto approval rules for your purchase requisitions.
Complete audit trail from approval to purchase order creation
Training and migration included.

Step: 01

Setup The Purchase Approval Process /Workflow

Setup the purchase approval process to enable cost control using PO software.

Pre-built templates to get you started with the purchase order approval workflow.

Set up a conditional workflow to support your business requirements. Route purchase order approvals to department owners, finance department, or anyone else based on the amount, department, budget, etc.

Set up self-approval limits for purchase requests so small purchases don't need approval routing.

Custom fields to manage your special business requirements.

Step: 02

Buy Through Vendor Catalogs and Punchouts

Spend less time creating purchase orders by buying from pre-approved catalogs.

Recurring purchases run through vendor catalogs, so requesters pick items instead of typing them.

Connect to 200+ punchout catalogs including Amazon, CDW, Staples for a better online purchase experience and cost controls. Whether you are buying office supplies, or lab equipment, we got you covered.

Simplify your purchasing workflows and entire procurement process.

Step: 03

Approve purchase requests and issue purchase orders.

Spend less time approving the purchase order approval requests using the mobile app or get notifications on Slack.

Automated purchase order workflows to convert approved purchase requisitions into purchase orders.

Purchase order module with configurable templates so that you can pick the right PO format for your digital purchase order.

Real time budget tracking for approvers and finance teams.

Step: 04

Complete Visibility and tracking of your purchase orders

No more spreadsheets for tracking orders. The procurement team can track all orders in a single dashboard

Built-in supplier acknowledgment process so that the suppliers can provide order acknowledgment.

Track order delivery status in real-time across dozens of carriers.

Create receipts to track your supplies and effective supplier management.

Step: 05

Automatically match Supplier invoices with receipts and purchase orders

A central place for the Accounts payable team to track all vendor invoices.

Automatically process invoices using OCR (Optical Character Reading).

Touchless 3-way matching process to match invoices with purchase orders and receipts.

Custom approval workflows for managing invoice approvals.

Step: 06

Sync Bills with your accounting system

Purchase order management software integrates with the accounting system to automatically sync the purchase order and Bill.

No more manual data entry of purchase orders in Accounting systems like QuickBooks Online and Desktop (Enterprise).

Support for change orders so that your data is always in sync.

Common Questions

After an employee submits a purchase order request, the purchase order can be approved via email, using the mobile app, or by logging into ProcureDesk

The approval process for the purchase order depends upon the approval matrix defined by your Company. The person approving the purchase order should have the appropriate authority to approve it. For example, a manager might be able to approve purchases up to $10,000, but an amount greater than that needs to be approved by a Director.

A purchase order allows you a process to track your commitments at one place. Better management of purchase orders prevents rogue spending and reduces duplicate purchases. It also automates the purchase order processing by creation of purchase orders and online tracking of purchasing activities.

There is not much difference since these terms are used interchangeably to describe different purchase order solutions. These solutions have different capabilities, most of them automate the purchase order creation process. Some also have capabilities like inventory management.

A digital purchase order doesn’t need to be signed. However, using ProcureDesk, you can add signatures to the purchase order.

Purchase order approval is the process of getting the purchase authorized from appropriate people in your organization before the purchase order is sent to the vendor.

The best purchase order software depends upon how well the purchase order software suits your requirement. For example, we are best suited for companies that use QuickBooks and Xero. We are not suited for companies that use Oracle and SAP.

It depends upon the time it takes for the approval process. In some cases, the process could be instant because there are no approvals required due to self-approval. In our studies, most of the customers have an average time of fewer than 4 hours.

A purchase order system helps you control spend, get better cash flow visibility so that you can plan when and with whom to Spend. A purchase order system provides you with better transparency and improved productivity across the organization.