Purchase order software for finance teams
A purchase order is a promise your company makes to a supplier: this item, this quantity, this price, these terms. Procurer is purchase order software that makes sure the promise is approved before it is made, numbered the same way every time, sent to the supplier from one place and matched to what actually arrives and what is actually billed.
What goes on every purchase order
A PO is only useful if every one looks the same and carries the same fields. Procurer fills most of them from the approved request, so the requester never retypes anything and finance never chases a missing detail.
- A unique PO number from one sequence per legal entity, for example PO-2026-0148, never reused and never edited by hand.
- Supplier name, remit-to address, contact and payment terms pulled from the supplier record.
- Line items with description, quantity, unit price, unit of measure and the GL account or category each line is coded to.
- Ship-to location, requested delivery date and the department or project that owns the cost.
- Tax, shipping and the total, in the supplier's currency on Business and above.
- Your standard terms and conditions attached to the PDF automatically.
A 12 400 USD laptop order, start to finish
Here is how purchase order software handles an ordinary IT purchase at a company of about 200 people.
The IT manager requests 8 laptops at 1 550 USD each from the preferred reseller. The request shows the IT hardware budget: 60 000 USD for the year, 41 300 USD spent or committed, 18 700 USD left.
The rules route it to the IT director (over 5 000 USD) and then to finance (over 10 000 USD). Both approve on their phones in Slack.
Procurer generates PO-2026-0148 for 12 400 USD, emails the PDF to the reseller and moves the 12 400 USD into committed spend on the IT budget.
Six laptops arrive first. The office manager records a partial receipt for 6 units; the PO stays open for the remaining 2.
The reseller invoices all 8. The three-way match flags the 2 units not yet received and holds the invoice instead of letting finance pay for hardware that is still in a warehouse.
The last 2 laptops arrive, the receipt is completed, the invoice matches and goes to your accounting system as an approved bill.
Nothing in that chain lived in an inbox, and nobody had to ask "was this approved" at month end.
Purchase order software versus POs in Word and email
| Step | Word template and email | Procurer |
|---|---|---|
| Numbering | Someone keeps a list and occasionally skips or repeats a number | One automatic sequence per entity |
| Approval | A forwarded email, sometimes after the order is placed | Rule-based approval on the request, before the PO exists |
| Budget | Checked later, if at all | Remaining budget shown on every request and PO |
| Sending | Attached from a personal mailbox | Sent from Procurer, with the sent copy on the PO record |
| Receiving | A note on the packing slip | Full or partial receipt recorded against the PO lines |
| Invoice | Keyed into accounting by hand | Matched to the PO and the receipt, then synced |
- Numbering
- Word template and emailSomeone keeps a list and occasionally skips or repeats a numberProcurerOne automatic sequence per entity
- Approval
- Word template and emailA forwarded email, sometimes after the order is placedProcurerRule-based approval on the request, before the PO exists
- Budget
- Word template and emailChecked later, if at allProcurerRemaining budget shown on every request and PO
- Sending
- Word template and emailAttached from a personal mailboxProcurerSent from Procurer, with the sent copy on the PO record
- Receiving
- Word template and emailA note on the packing slipProcurerFull or partial receipt recorded against the PO lines
- Invoice
- Word template and emailKeyed into accounting by handProcurerMatched to the PO and the receipt, then synced
The approval step is covered in depth on purchase order approval workflows, and the matching step on three-way matching.
Change orders, cancellations and closing a PO
Real purchase orders change. A supplier substitutes a model, a price moves, a quantity is cut. In Procurer a change to an issued PO creates a new revision with the old values kept on the record. If the change raises the total above the amount that was approved, the PO goes back through the approval rules before the revision is sent. Lowering a quantity or cancelling a line releases the committed amount back into the budget straight away. A PO closes itself when every line is fully received and invoiced, or finance can close it manually with a reason, which releases whatever is left.
- Revision history shows who changed which field and when.
- Cancelled POs keep their number, so the sequence never has gaps an auditor has to explain.
- Open POs past their delivery date appear on a list for the requester and purchasing to follow up.
Purchase order software priced per company
Every plan includes PO generation, supplier emails, receiving and accounting sync. The difference is volume, control and scale.
- Team, 149 USD a month: up to 25 user accounts, 2 approval steps, 250 POs a month, QuickBooks Online and Xero sync.
- Business, 299 USD a month, the most popular: up to 100 user accounts, unlimited approval steps with conditional rules, three-way matching with tolerances, invoice capture by email and 1 500 POs a month.
- Scale, 699 USD a month: up to 300 user accounts, 5 legal entities, NetSuite and Sage Intacct sync, a supplier portal where suppliers confirm POs, and unlimited POs.
- Enterprise: SAML SSO, SCIM, custom approval matrices and an uptime SLA. Talk to sales.
Paid yearly, the plans cost 1 488, 2 988 and 6 948 USD. Requesters are not charged per seat, so everyone who buys something can raise a request instead of emailing finance. Full limits are on the pricing page.
Can suppliers receive POs without a login?
Yes. Every PO is emailed as a PDF to the supplier contact on the supplier record. On Scale, suppliers can also use the supplier portal to confirm the PO, propose a delivery date and upload their invoice.
Can we keep our current PO numbering?
Yes. You set the prefix and the next number for each legal entity during setup, so the first PO issued in Procurer continues your existing sequence.
Does a PO sync to QuickBooks or Xero?
Approved POs and matched bills sync to QuickBooks Online and Xero on every plan, and to NetSuite and Sage Intacct on Scale. Suppliers and GL accounts come from the accounting system, so codes stay consistent.
What counts toward the monthly PO limit?
Each purchase order issued to a supplier counts once. Revisions of the same PO do not count again, and draft requests that never become a PO do not count at all.
How do we try it before we pay?
Open the live demo, route a request through approval rules and watch the PO and the invoice match appear. When you are ready, create your account on the plan that fits.
Every PO approved before it reaches a supplier
Create your account, import your suppliers from a CSV and issue your first approved PO this week.