Source to pay software for mid-size teams
Source to pay starts earlier than procure to pay. Before anyone requests a purchase, someone has to find the supplier, compare quotes, check the supplier is legitimate and agree terms. Procurer is source to pay software that keeps those sourcing steps on the same record as the purchase that follows, so the price you negotiated is the price on the PO and the price you pay on the invoice.
Source to pay in two halves
The source half decides who you buy from and on what terms. The pay half makes sure every purchase follows those terms.
- Source: identify suppliers, send requests for quotation, compare quotes side by side and choose.
- Onboard: collect the W-9, the certificate of insurance and bank details, and check them before the first order.
- Contract: store the agreement on the supplier record with its renewal date and agreed prices.
- Catalog: publish agreed items and prices so requesters buy them the same way every time.
- Request and approve: employees request, rules route approvals, budgets are checked.
- Order and receive: POs go to the supplier, deliveries are recorded against PO lines.
- Match and pay: invoices are matched to PO, receipt and agreed price, then synced to accounting as approved bills.
Sourcing, onboarding and contracts are part of the Scale plan; the procure-to-pay half is covered on every plan, with matching from Business. For the second half in detail, see procure to pay software.
An RFQ for janitorial services, start to finish
A facilities manager at a company with three offices needs a new cleaning contractor. On Scale, purchasing creates an RFQ with the scope (three sites, five evenings a week, supplies included), invites four local contractors by email and sets a deadline. Contractors submit quotes through the supplier portal, line by line. Procurer lays the quotes side by side: monthly price per site, supplies, insurance coverage and start date. Two quotes are close; purchasing asks one follow-up question in the portal and awards the work to the contractor at 6 850 USD a month for all three sites. The winner goes through onboarding (W-9, insurance certificate, bank details), the contract is attached to the supplier record with a renewal alert 60 days before the end of the term, and a blanket PO covers the year. Every monthly invoice is matched against that PO and that price.
Supplier onboarding as a gate, not a form
Onboarding only protects you if no order can go out before it is done. On Scale, a supplier without completed onboarding cannot receive a PO, and requests to that supplier add purchasing as an approver. Onboarding covers the documents US finance teams need most.
- W-9 with the legal name and tax ID, stored for year-end 1099 reporting.
- Certificate of insurance with coverage type and expiry date, with a request for renewal before it lapses.
- Bank details, checked against the supplier's legal name and held for review when they change.
- Payment terms and the remit-to address, confirmed by the supplier.
See supplier management software and the supplier portal.
Contracts that follow the spend
A contract in a shared drive does not stop anyone paying a different price. In Procurer, a contract is linked to its supplier, its catalog items and its POs. Spend against the contract is visible on the contract record, renewal alerts go to the owner ahead of the notice date, and invoices that bill above the contract price are held during matching. More on procurement contract management.
Source to pay without the enterprise suite
Large suites such as SAP Ariba and Coupa offer broad source-to-pay capabilities designed for very large organisations, including extensive sourcing events and supplier networks. Many mid-size companies need a simpler set: quotes from a handful of suppliers, clean onboarding, contracts with renewal dates and a disciplined purchasing process. Procurer provides that set on a published subscription and can be configured by your own team. Check current details on each vendor's site when you compare.
Plans that include source to pay
Scale at 699 USD a month, or 6 948 USD billed yearly, is the plan that covers source to pay end to end: RFQs with quote comparison, supplier portal, supplier onboarding with W-9, insurance and bank detail checks, contracts with renewal alerts, 5 legal entities with intercompany purchasing, NetSuite and Sage Intacct sync, Google and Microsoft SSO, API and webhooks and unlimited POs for up to 300 user accounts. Business at 299 USD a month covers the procure-to-pay half with catalogs, three-way matching and spend analytics, and Team at 149 USD a month covers requests, approvals and POs. Enterprise adds SAML SSO, SCIM and an SLA.
What is source to pay software?
Source to pay software covers the full purchasing lifecycle: finding and selecting suppliers, collecting quotes, onboarding, contracting, then requesting, approving, ordering, receiving, matching invoices and preparing payment.
What is the difference between source to pay and procure to pay?
Procure to pay starts at the purchase request. Source to pay adds the steps before it: sourcing, quotes, supplier onboarding and contracts.
Which Procurer plan includes RFQs?
RFQs with quote comparison, supplier onboarding and contracts are part of Scale and Enterprise.
Do suppliers pay to use the supplier portal?
No. The supplier portal is part of your Scale or Enterprise plan, and suppliers use it at no charge to respond to RFQs, confirm POs, upload invoices and keep their documents current.
Can we use blanket POs for recurring services?
Yes. A blanket PO covers a period and an amount, and each monthly invoice is matched against it until the amount or the period is used up.
From the first quote to the last payment
Create your account on Scale and keep sourcing and purchasing on one record.