What's the best purchase order software for Xero?
ProcureDesk is a purchase order system for Xero. It adds purchase requests, approval workflows, and 3-way matching on top of Xero, so there is a purchase order behind every invoice. Approved bills sync back to Xero automatically. It's built for 100 to 300 employee finance teams that have outgrown email approvals.
Trusted by Controllers at growing companies
The GapWhat does Xero miss for purchasing?
Requests happen over email, approvals are informal, and invoices arrive with no PO to match against.
The cost: invoices with no PO, informal approvals, and a Controller reconstructing spend at month-end.
No approval workflow
Xero records bills but has no purchase approval routing before spend.
Invoices with no PO
Bills arrive as a surprise because nothing was raised up front.
Month-end reconstruction
The Controller pieces together what was bought and why after the fact.
How does ProcureDesk work with Xero?
One flow, from request to Xero — no double entry.
How ProcureDesk runs purchasing before it reaches Xero
The full purchase-to-pay flow happens in ProcureDesk. Xero stays your system of record.
Request
An employee raises a request from a punchout catalog (Amazon Business, Staples, Grainger) or a simple form, with no Xero login required.
Approve
Multi-level rules route the request by amount, category, and department; approvers act from email or the mobile app, and the budget is checked before the purchase is committed.
Issue the PO
The approved request becomes a purchase order and is sent to the vendor.
Receive the goods
The team confirms delivery, so short and partial shipments are caught early.
3-way match
Supplier invoices are captured with OCR at 99.5% accuracy and matched automatically against the PO and the receipt; any discrepancy is flagged before payment.
Sync to Xero
Approved bills post to Xero with GL codes and supporting documents; you pay from Xero or Bill.com, and the payment status syncs back to ProcureDesk.
What syncs between ProcureDesk and Xero?
Every requisition line is coded against your actual Xero chart of accounts, tracking categories, and suppliers, so bills arrive already coded, matched, and ready to pay — nothing is re-keyed.
What does ProcureDesk add on top of Xero?
Xero alone vs Xero with ProcureDesk.
| Capability | Xero Alone | + ProcureDesk |
|---|---|---|
| Multi-level purchase approvals | ||
| Automated 3-way matching | ||
| Budget checked before spend | ||
| Punchout catalogs (Amazon Business, Grainger…) | ||
| End-to-end purchase-to-pay audit trail |
See the Xero integration on your own setup
A 20-minute walkthrough built around your Xero configuration, not a generic demo.
How the Xero integration is set up
Done for you in under 10 minutes, with no IT department needed. No IT project, no setup fees for punchouts.
Connect Xero
Your admin authorizes ProcureDesk through Xero's official OAuth 2.0, with no software to install and no accounting credentials stored by ProcureDesk.
Import your data
Vendors, your chart of accounts, and the entities and dimensions you use flow into ProcureDesk so coding matches your books.
Configure approvals and budgets
We build your approval rules by amount, department, and category, and load your budgets.
Add your catalogs
We set up punchout catalogs for your preferred suppliers.
Train and go live
Your team is trained and live, typically in 2 to 4 weeks, with no IT project on your side.
Who is the Xero integration for?
Growing companies that run a purchase-order-first process, teams that want every purchase requested, approved, and matched before it posts to Xero, instead of reconciling it after the invoice lands. If you are raising more than 100 purchase orders a month and want approval control before spend, this is built for you.
What results do finance teams see?
Real, checkable numbers from ProcureDesk customers — see the full case studies.
With ProcureDesk I am able to see who is spending and the dollar amount associated with the purchase.
Coast Flight case study
Common questions about the Xero integration
Get quick answers to the most common questions about pricing, implementation, integrations, and onboarding before scheduling your personalized demo.
01Does Xero have a purchase approval workflow?
No. Xero records bills and can create basic POs, but it has no approval routing. ProcureDesk adds it.
02Does ProcureDesk replace Xero?
No. Xero stays your system of record. ProcureDesk sits in front of it to handle requests, approvals, POs, and matching, then syncs clean, coded bills back to Xero.
03How does the sync work?
ProcureDesk uses Xero's official, secure API. Vendors, your chart of accounts, tracking categories, and contacts import automatically, and approved bills sync back coded and matched.
04Does it do 3-way matching?
Yes. Supplier invoices are captured with OCR and matched automatically against the PO and the receipt, and any discrepancy is flagged before the bill posts to Xero.
05How long does setup take?
Most teams are live in 2 to 4 weeks. The ProcureDesk team configures purchasing rules, approval workflows, and the Xero sync for you, with no IT project.
06Does the Xero integration cost extra?
No. Native two-way sync with Xero is included in your ProcureDesk plan, with no setup fees for punchout catalogs.
07How often does data sync with Xero?
Continuously. Approved bills, POs, and payment status sync in near real time, so your books stay current without manual exports.
08Can we still pay vendors from Xero?
Yes. You can pay from Xero or Bill.com, and payment status syncs back to ProcureDesk automatically.
09Is our data secure?
Yes. ProcureDesk is SOC 2 certified and connects to Xero through its official OAuth 2.0 connection with encrypted data. No accounting credentials are stored by ProcureDesk.
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See the Xero integration in action
A 20-minute walkthrough built around your Xero setup, not a generic demo.
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