Purchase order software for healthcare and purchase order system for clinics and medical practices
Procurer is purchase order software for US healthcare practices that have outgrown ordering on distributor websites with a company card. Staff at each clinic request what they need, the practice manager or administrator approves it against that clinic's budget, the PO goes to the supplier with the right ship-to address, the clinic receives what arrived, and accounts payable pays only the invoices that match. It fits physician groups, dental and veterinary groups, therapy clinics, home health agencies and ambulatory surgery centers with 20 to 300 staff. Pricing is per company, not per seat, from 149 USD a month.
On this page
- 01What is the best purchase order software for a healthcare practice?
- 02Where supply spend leaks in a medical practice
- 03How purchase orders work in a clinic with Procurer
- 04What healthcare purchasing teams use every week
- 05Practices that run purchase orders through Procurer
- 06One purchase order system for every clinic location
- 07Where Procurer fits and where it does not
- 08Purchase orders and patient data
- 09Which plan fits a medical or dental practice
- 10How to roll out purchase orders across your practice
- 11FAQ
What is the best purchase order software for a healthcare practice?
The best purchase order software for a healthcare practice gets every supply order approved before it is placed, charges it to the right clinic budget, records what actually arrived and holds invoices that do not match the order. Procurer does this for outpatient groups from 149 USD a month per company, with unlimited locations and up to 25, 100 or 300 users.
Where supply spend leaks in a medical practice
Most practices do not have a purchasing problem on paper. They have a policy, a preferred distributor and an office manager who watches the bills. The leaks show up in the gaps between those three.
- Medical assistants and hygienists reorder gloves, gauze and disposables on the distributor's site under a shared login, so nobody approves the order and nobody can say who placed it.
- The same item gets ordered twice by two clinics in the same week, or bought on Amazon with a company card because the distributor was backordered.
- Equipment repairs, IT, uniforms and office supplies go through four different vendors with no PO at all, and the invoice is the first time finance hears about them.
- Deliveries are signed for by whoever is at the front desk, so when a box of syringes is short, accounts payable still pays the full invoice.
- The controller compares supply cost per provider or per visit at month end, after the money is spent, and cannot tell which location drove the overrun.
A purchase order system closes these gaps by putting the approval before the order and the receipt before the payment, without asking clinical staff to learn a hospital supply chain tool.
How purchase orders work in a clinic with Procurer
1. A medical assistant, hygienist or office lead raises a request from a phone or laptop, picks the clinic and the supplier, and attaches the quote or the distributor cart.
2. The request routes to that clinic's approver by amount and department, and to the administrator or controller above your threshold. Approvers see the remaining clinic budget before they decide.
3. The approved request becomes a PO with the clinic's ship-to address and goes to the supplier by email as a PDF.
4. Whoever opens the boxes records what arrived, line by line. Accounts payable matches the invoice and exports the approved bill to QuickBooks Online or Xero.
Read more about purchase order approval software and how thresholds are set.
What healthcare purchasing teams use every week
- Clinic budgets: Set each clinic or department up with its approver and monthly budget on every plan. Requesters see what is left before they submit.
- Approvals that fit a busy day: Approve from email or the browser on every plan, and from Slack or Microsoft Teams on Business, so a practice manager can clear requests between patients.
- Receiving at the clinic: Record partial deliveries against each PO line and attach a photo of the packing slip. A backordered line keeps the PO open until it arrives.
- Three-way matching: From Business, invoices are checked against the PO and the received quantities before payment, with price and quantity tolerances you set.
- Catalogs for repeat supplies: On Business, keep your agreed items per supplier with SKU, unit and price, so every clinic orders the same exam gloves at the contracted price.
- Audit trail: Every request, approval, PO change and receipt is logged with the person and the time, which helps when an auditor or a partner asks why a purchase happened.
Spend by clinic, supplier and category is in spend analytics on Business. See budget tracking for how budgets and transfers work.
Practices that run purchase orders through Procurer
Dental and orthodontic groups. A dental service organization with eight offices sets each office up as a department, keeps its main dental supplier and lab vendors in catalogs and routes anything above 2 500 USD, such as a new autoclave or chair repair, to the regional director.
Physician and specialty groups. A multi-provider practice with a central business office gives each site a budget for clinical and office supplies, and puts equipment, IT and facility vendors on POs that the administrator approves.
Veterinary groups. Hospitals in a regional group order surgical supplies, kennel equipment and maintenance on POs with each hospital's ship-to address, and head office sees which hospital buys off contract.
Physical therapy, behavioral health and urgent care clinics. Clinic directors approve their own small orders, while furniture, build-outs and new location openings go through a second step.
Home health and hospice agencies. Field supply kits, mobile devices and vehicle costs are requested by branch and approved against branch budgets before anyone buys.
Ambulatory surgery centers. Capital purchases and service contracts go through multi-step approval on Business, with the quote attached and the PO matched to the invoice before payment.
If your practice runs as a nonprofit, see purchase order software for nonprofits, which covers grant budgets.
One purchase order system for every clinic location
You add each clinic once with its delivery address. When staff raise a request they pick their location, and the PO carries it as the ship-to, so the supplier delivers to the right office and accounts payable knows which clinic the invoice belongs to. Locations are unlimited on every plan. A group that runs each practice as its own legal entity can keep separate books: 1 entity on Team, 2 on Business, 5 on Scale and unlimited on Enterprise. More on running purchase order software for multi-location businesses.
Where Procurer fits and where it does not
Procurer is built for purchasing control: requests, approvals, POs, receiving and invoice matching. It is not an inventory system, and it does not manage par levels, lot numbers or expiration dates. It does not connect by EDI to distributors or load GPO contract pricing automatically. Hospitals and health systems that need those things run hospital supply chain systems or an ERP. Outpatient groups that mostly need to stop unapproved orders and unmatched invoices usually do not.
| Option | Approval before ordering | Budget per clinic | Receiving | Invoice matching | Par levels and inventory | GPO contract pricing | Typical price |
|---|---|---|---|---|---|---|---|
| Distributor ordering portal | Basic or none, often shared logins | No | Delivery tracking only | No | Some reorder lists | Yes, for that distributor | Included with the distributor |
| Email, card and spreadsheet | No record | Spreadsheet after the fact | No | Manual | No | No | Staff time |
| Hospital supply chain or ERP | Yes | Yes | Yes | Yes | Yes | Yes | Quote, implementation project |
| Procurer | Yes, by amount, clinic and department | Yes, every plan | Line by line, every plan | Three-way from Business | No | No, catalog prices you enter | 149 to 1 299 USD a month per company |
- Distributor ordering portal
- Approval before orderingBasic or none, often shared loginsBudget per clinicNoReceivingDelivery tracking onlyInvoice matchingNoPar levels and inventorySome reorder listsGPO contract pricingYes, for that distributorTypical priceIncluded with the distributor
- Email, card and spreadsheet
- Approval before orderingNo recordBudget per clinicSpreadsheet after the factReceivingNoInvoice matchingManualPar levels and inventoryNoGPO contract pricingNoTypical priceStaff time
- Hospital supply chain or ERP
- Approval before orderingYesBudget per clinicYesReceivingYesInvoice matchingYesPar levels and inventoryYesGPO contract pricingYesTypical priceQuote, implementation project
- Procurer
- Approval before orderingYes, by amount, clinic and departmentBudget per clinicYes, every planReceivingLine by line, every planInvoice matchingThree-way from BusinessPar levels and inventoryNoGPO contract pricingNo, catalog prices you enterTypical price149 to 1 299 USD a month per company
Many practices keep ordering clinical supplies from their distributor and use Procurer to approve the order first, put it on a PO and match the invoice. Everything bought outside the distributor, from equipment repair to IT, goes through the same flow.
Purchase orders and patient data
Purchasing records are about supplies, vendors and money, not patients. Procurer is meant for purchasing data and is not a place to store patient names, charts or any other protected health information, so keep requests and attachments free of it. Data is encrypted in transit and at rest, every action is in the audit log, and Google and Microsoft single sign-on are available on Scale. Details are on the security page.
Which plan fits a medical or dental practice
| Practice | Plan | Price | What you get |
|---|---|---|---|
| One to three clinics, up to 25 people who request, approve or receive | Team | 149 USD a month, or 888 USD a year billed yearly | Unlimited locations, requests, POs, approvals by amount and department with 2 steps, receiving, clinic budgets, QuickBooks Online or Xero export, up to 250 POs a month |
| Growing group, up to 100 users | Business | 299 USD a month, or 1 788 USD a year billed yearly | Unlimited approval steps and rules by category and supplier, three-way matching, invoice inbox, catalogs, spend analytics, Slack and Teams approvals, 2 legal entities, up to 1 500 POs |
| Regional group with several entities, up to 300 users | Scale | 699 USD a month, or 4 188 USD a year billed yearly | Up to 5 legal entities, supplier portal, contracts, RFQs, SSO, API, NetSuite or Sage Intacct export, unlimited POs |
- One to three clinics, up to 25 people who request, approve or receive
- PlanTeamPrice149 USD a month, or 888 USD a year billed yearlyWhat you getUnlimited locations, requests, POs, approvals by amount and department with 2 steps, receiving, clinic budgets, QuickBooks Online or Xero export, up to 250 POs a month
- Growing group, up to 100 users
- PlanBusinessPrice299 USD a month, or 1 788 USD a year billed yearlyWhat you getUnlimited approval steps and rules by category and supplier, three-way matching, invoice inbox, catalogs, spend analytics, Slack and Teams approvals, 2 legal entities, up to 1 500 POs
- Regional group with several entities, up to 300 users
- PlanScalePrice699 USD a month, or 4 188 USD a year billed yearlyWhat you getUp to 5 legal entities, supplier portal, contracts, RFQs, SSO, API, NetSuite or Sage Intacct export, unlimited POs
Groups with more than three clinics usually choose Business, because catalog pricing and invoice matching are where supply savings show up. Compare every plan on the pricing page.
How to roll out purchase orders across your practice
1. Add each clinic with its delivery address and set it up as a department with an approver and a monthly supply budget.
2. Import your suppliers and GL accounts from a CSV, and on Business your most ordered items as catalogs.
3. Write your policy into approval rules: the practice manager under 1 000 USD, the administrator above it, the controller for capital items.
4. Start with one clinic for a week, then invite the rest. Approved bills go into your QuickBooks purchase order export or the Xero purchase order approval flow from the first day.
Does purchase order software work with medical supply distributors?
Yes, alongside them rather than inside them. Staff build the cart on the distributor's site, attach it to a request, and the approved PO goes to the distributor by email. Procurer does not connect to distributor portals by EDI or punchout, so the order is placed after approval, and the invoice is matched against the PO and receipt.
Can each clinic have its own budget and approver?
Yes. Each clinic is set up as a department with its own approver and budget on every plan. Requesters see the remaining budget before they submit and approvers see it before they decide. On Business, budgets can also run by project and GL account, and money can move between clinics with a recorded budget transfer.
Is purchase order software HIPAA compliant?
Purchase order software normally does not need to handle protected health information, because orders are about supplies and vendors, not patients. Procurer is built for purchasing data and is not designed to hold patient information, so keep requests and attachments free of patient details. Used that way, your purchasing records stay outside the scope of the HIPAA rules that govern patient data.
How much does purchase order software for a medical practice cost?
Procurer costs 149 USD a month on Team, 299 USD on Business and 699 USD on Scale per company, or half that per month billed yearly. The price does not change per clinic or per seat until you reach the plan's user limit of 25, 100 or 300 accounts.
Can we export approved bills to QuickBooks or Xero?
Yes. Approved bills export to QuickBooks Online or Xero on every plan, and to NetSuite or Sage Intacct on Scale. Suppliers and GL accounts come across with each bill, so the practice's bookkeeper is not retyping invoices that were already approved and matched.
What is the best purchase order system for a multi-location dental group?
The best purchase order system for a multi-location dental group gives each office its own budget and approver, keeps supplier catalogs at agreed prices and matches lab and supply invoices to what each office received. Procurer Business covers this at 299 USD a month for up to 100 users, with unlimited offices.
Every clinic ordering on approved POs
Create your account, add your clinics and put next week's supply orders on purchase orders that practice managers, front desk staff and accounts payable all see.