Let your scientists run experiments, not chase purchase orders
ProcureDesk runs the full procure-to-pay process for biotech — punchout to Thermo Fisher, VWR and Grainger, approvals that don't live in email, automatic 3-way matching, and clean sync to QuickBooks, NetSuite and Sage Intacct. Finance gets real-time spend visibility. Your lab gets its time back.
R&D budget: $38,200 remaining this quarter
Purchasing has become a tax on discovery
In most labs, the person designing the experiment is also the one comparing supplier quotes, chasing a backorder, and hunting for the invoice that matches a PO. When purchasing lives in email threads and spreadsheets, finance loses visibility into committed spend, and scientists lose time they don't have. For the wider view — CRO spend, AP automation and grant-level reporting — see our biotech & life-science procurement overview.
Approvals buried in inboxes
Busy approvers get hundreds of emails a day. A purchase request sits behind all of them until someone remembers to go looking for it.
No real-time budget view
Invoices often arrive before anyone logged the purchase request. By the time spend shows up in the accounting system, the money is already committed and budgets are guesswork.
Scientists doing procurement's job
Comparing quotes, tracking backorders, confirming a delivery so AP can pay the invoice — hours a week pulled from the bench, not the ledger.
One system, everyone gets their job back
ProcureDesk gives every person in the buying chain exactly the view they need — nothing more to learn.
Controller / finance lead
See committed spend by lab, program, or grant before invoices land, and close faster with automatic matching instead of chasing scientists for confirmation.
Lab operations manager
Order from ThermoFisher and VWR at negotiated pricing, and see backorders and delivery status without emailing the supplier.
CFO / executive
Answer "how much have we spent on research so far" without pulling a report, and keep an audit trail ready for diligence.
Office / purchasing manager
Retire the spreadsheet of open POs. Raise a request, route it automatically, and stop being everyone's procurement department.
From lab request to paid invoice, in eight steps
We configure the whole flow for you — punchout catalogs, approval rules, and your accounting sync — before you ever log in.
Curate your favorite suppliers
We set up punchout catalogs to ThermoFisher, Fisher Scientific, VWR, Sigma and 55+ lab suppliers. Researchers shop the supplier site with your negotiated pricing, and the cart returns as a requisition.
Automate approvals — no email back-and-forth
Configure approval workflows once. The system routes each request to the lab manager, finance, or department leads based on your authorization matrix, with mobile and email reminders.
Track every purchase in one place
POs generate and send to suppliers automatically. Your lab team finds any order and tracks critical deliveries without leaving the system.
Order tracking and delivery status
Capture order acknowledgements and Advance Shipment Notices, with real-time status updates as orders ship and arrive.
Match invoices automatically
3-way matching compares PO, goods receipt, and invoice. Matches approve themselves; exceptions route to the right reviewer — removing the reconciliation that delays close.
Sync invoices to your accounting system
OCR extracts invoice data at 99.5% accuracy and creates the invoice once. Real-time integration means you never enter the same invoice twice.
Pay vendors
Pay through your accounting software or a solution like Bill.com. Payment status updates automatically once the invoice is paid.
Track credit card expenses
Centralize supplier invoices and card expenses in one place for complete spend visibility across the business.
Shop your suppliers at negotiated pricing, without leaving procurement
A punchout is a live connection between ProcureDesk and a supplier's own store. A researcher clicks to shop at ThermoFisher or VWR, browses inside the supplier site with your contract pricing already applied, and their cart comes back as a purchase requisition — ready for approval.
- Contract pricing enforced at the cart — no off-catalog surprises
- ThermoFisher, Fisher Scientific, VWR, Sigma, Grainger and 55+ more
- Buyers stay in one system for every vendor catalog
The control that gets you out of month-end faster
3-way matching verifies an invoice against the purchase order and the goods receipt. When quantity, price and line items agree, the invoice approves itself. When they don't, ProcureDesk routes the exception to the right reviewer — no manual reconciliation.
Purchase order
What you agreed to buy
Goods receipt
What actually arrived
Supplier invoice
What you're billed
All three match
Invoice approves automatically and syncs to your accounting system. No one touches it.
Something disagrees
The exception routes to the right reviewer with the discrepancy flagged — 2-way for services, 3-way for materials.
Your ledger, kept clean automatically
ProcureDesk is a certified QuickBooks partner and syncs both master data — suppliers, projects, classes, chart of accounts — and transactions like POs and invoices. OCR captures line-item data from supplier invoices at 99.5% accuracy, so nothing is keyed twice.
- Two-way sync, no double entry
- 99.5% OCR extraction accuracy
Track lot numbers and expiration dates across every location
The inventory module tracks on-hand supplies and equipment across multiple sites, with usage history and reorder points. For reagents and chemicals, record lot numbers and expiration dates down to the individual lot — the audit trail regulators and QA teams expect.
- Lot-level tracking with expiration dates per lot
- On-hand and usage visibility across multiple locations
- Reorder points that trigger a requisition automatically
Snap a receipt at the bench. Check stock without opening a laptop.
Lab work doesn't happen at a desk. The ProcureDesk mobile app lets your team photograph a card receipt or packing slip on the spot, approve a pending request between experiments, and check what's left in the fridge or the stockroom before placing a duplicate order.
- Photograph receipts and card expenses the moment they happen
- Look up on-hand inventory and lot expiration from the bench
- Approve or return requests without waiting for a desktop
Built for lab purchasing, not adapted for it
General P2P platforms like Coupa, Procurify, or Ramp treat a lab like any other cost center. ProcureDesk is configured around how biotech actually buys. If you’re weighing lab-native tools instead, we broke down the main Quartzy alternatives for lab procurement.
| Capability | ProcureDesk | General P2P tools |
|---|---|---|
| Punchout to lab suppliers (Thermo Fisher, VWR, Sigma, Grainger) | ✓ | Rare or added later |
| Lot number and expiration tracking for reagents | ✓ | Not supported |
| Mobile receipt capture at the bench | ✓ | Desktop-first |
| Setup done for you — catalogs, workflows, ERP sync | ✓ | Self-serve or consulting add-on |
| Priced and built for growing biotech, not enterprise pharma | ✓ | Enterprise pricing/scope |
Swipe to compare →
Common questions
Everything biotech finance and lab teams ask before a demo.
Yes — supplies, capital equipment, and CRO services all run through ProcureDesk.
We support punchout integration with ThermoFisher, Fisher Scientific, VWR, Sigma and many more, so volume-based discounts stay in place.
Yes. You can track acknowledgement status as well as when a product ships and is delivered.
Yes. Set a custom workflow where all purchases route to lab managers, or only those above a dollar threshold. Multi-step workflows can include finance and management per your authorization matrix.
Yes. The inventory module tracks usage, on-hand quantities, and equipment across multiple locations.
Yes — you can track lot numbers and expiration dates for individual lots of chemicals and reagents.
Yes. ProcureDesk is a certified partner on the app marketplace. We sync master data (suppliers, projects, classes, chart of accounts) and transactions (POs and invoices) automatically.
Yes — 3-way matching for material purchases and 2-way for service items. The exception engine flags discrepancies and routes them for approval.
Yes. Our OCR extracts vendor, invoice number, date, amounts and GL coding at 99.5% accuracy, flagging exceptions for review.
Yes. Set up the order once and track invoices against it in one place.
Yes. The rules engine codes purchase orders and invoices based on what is bought and from whom.
Yes. ProcureDesk automates procure-to-pay for pharma and life science — budget controls, PO-based purchasing, invoice processing, supplier tracking, and ERP sync with NetSuite, Sage Intacct and QuickBooks.
Yes. Tailor workflows, adjust document and product fields, and configure the platform to your operations. It grows with your business.
Centralized supplier management and real-time reporting curb maverick spend, consolidate requisitions, and keep purchasing aligned to budget.
We configure your punchout catalogs, approval rules and accounting sync for you, so most teams are live and approving orders quickly.
ProcureDesk is SOC 2 Type II compliant, with audit trails across every request, approval, and payment.
See ProcureDesk running on your lab's suppliers
A 30-minute demo with your actual punchout suppliers and accounting system. We handle the setup — you approve your first order the day you go live.
Keep exploring
ROI calculator
Estimate the hours and dollars your lab gets back by automating procure-to-pay.
Run the numbers →QuickBooks integration
See how the two-way sync keeps suppliers, POs, and invoices in step with your ledger.
See the integration →How Cerebral Therapeutics scaled
Replacing Word POs and Excel tracking with automated purchasing and Xero sync.
Read the story →Biotech & life-science procurement
The full picture: CRO invoices, lab supplies, 3-way matching and grant reporting in one place.
See the overview →
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