Procure to pay software, from request to payment
Procure to pay is the chain of steps between "we need this" and "the supplier has been paid". In most mid-size companies those steps live in four different places: a chat message, an email approval, a spreadsheet of POs and the accounting system. Procurer is procure to pay software that keeps the whole chain on one record per purchase, so every payment can be traced back to a request, an approval, a PO and a receipt.
On this page
The procure to pay cycle in seven steps
Each step has an owner, an input and an output. Procurer connects them so the output of one becomes the input of the next without anyone copying data.
Request: an employee describes what is needed, from which supplier, for which department or project. The form shows the remaining budget before it is submitted.
Approve: rules by amount, department, category and supplier build the approval chain. Approvers decide in Procurer, by email, or in Slack and Microsoft Teams on Business and above.
Order: the approved request becomes a numbered purchase order and is emailed to the supplier.
Receive: whoever takes delivery records a full or partial receipt against the PO lines.
Match: the supplier invoice is compared with the PO and the receipt, line by line, within tolerances you set.
Pay: the matched invoice is synced to your accounting system as an approved bill, ready for your normal payment run.
Analyze: every step feeds spend analytics by supplier, category, department and month.
A longer walk through each step, with the documents involved, is in our guide to the procure to pay process.
Where procure to pay usually breaks, and what closes the gap
In companies between 50 and 1 000 staff, the same four gaps come up again and again. Procure to pay software earns its price by closing them.
- Approval after the fact: the order is placed, then someone asks for approval. Procurer issues the PO only after the approval chain is complete, so there is nothing to approve retroactively.
- Invisible commitments: finance sees spend when the invoice arrives, weeks after the money was promised. Procurer records the PO amount as committed spend on the budget the moment it is issued.
- Receipts nobody records: goods arrive, the packing slip goes in a drawer, and the invoice is paid on trust. Procurer asks the requester to confirm receipt and holds the invoice until the quantities agree.
- Invoices keyed by hand: accounts payable retypes every line. On Business, invoices sent to your Procurer inbox are read, matched to the PO and passed to accounting without retyping.
Who does what in a procure to pay workflow
| Role | What they do in Procurer | What they no longer do |
|---|---|---|
| Requester | Fills a one-minute request and checks its status | Chase approvals in chat |
| Budget owner | Approves with the remaining budget in front of them | Guess whether there is money left |
| Purchasing | Issues POs, manages suppliers and catalogs | Retype requests into PO templates |
| Receiver | Confirms what arrived, fully or partially | Forward packing slips to finance |
| Accounts payable | Reviews only invoices that do not match | Key every invoice line by hand |
| Controller | Closes the month with open POs listed as accruals | Hunt for missing POs at month end |
- Requester
- What they do in ProcurerFills a one-minute request and checks its statusWhat they no longer doChase approvals in chat
- Budget owner
- What they do in ProcurerApproves with the remaining budget in front of themWhat they no longer doGuess whether there is money left
- Purchasing
- What they do in ProcurerIssues POs, manages suppliers and catalogsWhat they no longer doRetype requests into PO templates
- Receiver
- What they do in ProcurerConfirms what arrived, fully or partiallyWhat they no longer doForward packing slips to finance
- Accounts payable
- What they do in ProcurerReviews only invoices that do not matchWhat they no longer doKey every invoice line by hand
- Controller
- What they do in ProcurerCloses the month with open POs listed as accrualsWhat they no longer doHunt for missing POs at month end
Procure to pay software that ends in your ledger
Procurer does not replace your accounting system; it feeds it clean data. Suppliers, GL accounts, departments and tax codes are pulled from the ledger during setup, so a PO coded in Procurer uses exactly the same codes finance reports on. Matched invoices are pushed as approved bills with the PO number, the receipt reference and the approval trail attached.
- QuickBooks Online and Xero on every plan.
- NetSuite and Sage Intacct on Scale and Enterprise.
- CSV export of any list, any time, on every plan.
See the full list on integrations, or how it works for QuickBooks users on QuickBooks purchase orders.
What month-end close looks like with a connected cycle
On the last working day, the controller opens one list: POs received but not yet invoiced. That is the accrual, with supplier, amount and department already known. A second list shows invoices held because they do not match, each with its reason: price above tolerance, quantity not received, or no PO at all. Everything else has already gone to the ledger during the month. The auditor gets the same record for any payment they pick: who asked, who approved, which rule applied, what was received and what was billed.
Plans for every size of purchasing team
Team at 149 USD a month covers requests, 2 approval steps, POs, receiving and budgets for up to 25 user accounts. Business at 299 USD a month adds unlimited approval steps, three-way matching with tolerances, invoice capture by email, budgets with commitments and spend analytics for up to 100 user accounts. Scale at 699 USD a month adds 5 legal entities, NetSuite and Sage Intacct, the supplier portal, RFQs and SSO for up to 300 user accounts. Enterprise adds SAML SSO, SCIM and segregation of duties rules. Yearly billing costs 1 488, 2 988 and 6 948 USD. Every plan is a subscription you can cancel any time.
What is procure to pay software?
It is software that runs the purchasing cycle from the first request through approval, purchase order, receipt and invoice matching to an approved bill ready for payment, keeping one connected record for each purchase.
Does Procurer pay the supplier?
Procurer prepares the payment: the matched invoice goes to QuickBooks Online, Xero, NetSuite or Sage Intacct as an approved bill, and you pay it in your normal payment run from the accounting system or your bank.
How long does setup take?
Setup is measured in days. You import suppliers from a CSV or from accounting, pick approval rules from templates, set budgets and connect accounting. On Business and Scale an onboarding session helps you configure the rules.
What about purchases made by company card?
Card purchases can still go through a request and approval first. The request records the card as the payment method, and the receipt closes it, so card spend appears in the same budgets and analytics.
Is procure to pay the same as source to pay?
Source to pay adds the steps before the request: finding suppliers, collecting quotes and signing contracts. Procurer covers those on Scale; see source to pay software.
One record from request to payment
Create your account and put your next purchase through the full cycle, with every step on one record.