How procure to pay works in Procurer
Every purchase in your company follows the same seven steps, from the first request to the paid invoice. Here is what happens at each one, who does it and what Procurer checks along the way.
On this page
- 01Request: a purchase request in one minute
- 02Approve: rules decide who signs off
- 03Order: the PO writes itself from the approved request
- 04Receive: record what actually arrived
- 05Match: three-way matching before payment
- 06Pay: approved bills go to your accounting system
- 07Analyze: spend against budget, as it happens
- 08Setting up the procure to pay process in days
Request: a purchase request in one minute
An employee opens the request form, picks a supplier or types a new one, adds items, quantity, unit price, department and a reason, and attaches a quote if there is one. Custom fields cover what your finance team needs, such as project code or cost center.
- The form shows the remaining department budget before the request is sent
- Items from catalogs and preferred suppliers fill in agreed prices (Business and higher)
- The requester sees the status at any time, without asking anyone
Learn more about purchase requisition software.
Approve: rules decide who signs off
Approval rules read the request and build the chain. A 900 USD software renewal may need only the department manager, while a 32 000 USD equipment order goes to the manager, then finance, then the CFO. Rules can depend on amount, department, category, project and supplier.
- Approvers act in Procurer, by email, or in Slack and Microsoft Teams (Business and higher)
- Every decision is logged with the person, the time and any comment
- Rejected requests go back to the requester with the reason
Read more about purchase order approval software.
Order: the PO writes itself from the approved request
When the last approval lands, Procurer creates the purchase order with a PO number, supplier details, lines, tax, total and payment terms. It goes to the supplier as a PDF by email. On Scale, suppliers can also confirm it in the supplier portal.
- No retyping between request and PO
- One numbering sequence per legal entity
- Changes to an issued PO go through approval again when the amount rises
Receive: record what actually arrived
The requester or the warehouse marks the delivery against the PO lines, in full or in part. A delivery of 8 laptops on an order for 10 leaves 2 open, and the PO stays open until the rest arrives or is cancelled.
- Partial receiving on any line
- Receipts carry the date and the person who confirmed them
- Services are confirmed the same way, as delivered or completed
Match: three-way matching before payment
The supplier invoice arrives in the workspace invoice inbox (Business and higher). Procurer reads the lines and compares them with the PO and the receipt. Within tolerance, the invoice is ready for payment. Outside tolerance, it is held for review with the exact reason, such as a price above the PO or a quantity not yet received.
Read about three way match software.
Pay: approved bills go to your accounting system
Matched invoices sync as bills to QuickBooks Online or Xero on every plan, and to NetSuite or Sage Intacct on Scale and Enterprise, with supplier, GL account and PO reference. Your team pays from the accounting system as usual, and the payment status comes back to Procurer.
See all procurement software integrations.
Analyze: spend against budget, as it happens
Because every purchase starts as a request, spend is visible before the invoice arrives. Committed and actual spend show by supplier, category, department and month, against the budget set for each department, project or GL account.
Explore spend analytics software.
Setting up the procure to pay process in days
Import suppliers and open POs from a CSV file
Choose approval rules from templates and adjust them
Enter department budgets for the year
Connect QuickBooks Online, Xero, NetSuite or Sage Intacct
Invite the team: requesters, approvers and finance share one pool of user accounts