Procurement Automation Software | Custom Built

Automated PO creation from approved requisitions, with configurable approval routing by value threshold, category, department, cost centre, and supplier tier. Approvers receive a structured notification with the full context -- item description, quantity, total value, budget line, and prior spend history with the same supplier -- not an email asking them to find a spreadsheet. Approval happens in one click from the notification; additional information requests are handled in the same thread rather than breaking out into a separate email chain. Approved POs are transmitted directly to suppliers via email or supplier portal and automatically posted to your ERP without AP re-entry. Delegated authority rules enforce your procurement policy: a department head can approve purchases up to $10,000, a CFO sign-off is required above that, and anything above $50,000 requires board-level approval. The entire chain is logged and auditable. Approval cycle time drops from days to hours for most businesses.

Automated matching of purchase orders, goods receipt notes, and supplier invoices as each document arrives -- the AP process that consumes the most manual time and generates the most reconciliation errors when done manually at volume. The system extracts structured data from each document using OCR (AWS Textract for PDF invoices with its invoice analysis feature that extracts line items, totals, tax amounts, and vendor details with field-level confidence scores), EDI parsing for electronic invoices, and structured intake for portal submissions. EDI 850 (Purchase Order) transmits the original PO terms to the supplier; EDI 855 (PO Acknowledgement) confirms supplier acceptance with any modifications; EDI 856 (Advance Ship Notice) carries the delivery details that populate the goods receipt before physical arrival. The three-way match engine compares quantities, unit prices, delivery references, and totals against the approved PO and the confirmed GRN, applying configurable tolerance rules (plus or minus 1% for rounding on international invoices, exact match required for item quantities). The match logic handles line-item consolidation where a supplier invoices multiple PO lines on a single invoice, and split deliveries where a single PO line is fulfilled across multiple GRNs. Clean three-way matches are auto-approved and queued for payment run. Discrepancies -- short delivery, price deviation above tolerance, invoice referencing an unrecognized PO number -- route to the right team member with the specific mismatch highlighted, the original invoice attached, and the specific field in question identified rather than a generic "invoice exception" notification. Fraud detection rules flag anomalous invoices: duplicate invoice numbers from the same supplier, invoice amounts that exactly match approval thresholds (a pattern associated with approval-threshold gaming), and invoices from suppliers with no corresponding PO. Finance stops reviewing the 85-90% of invoices that match cleanly and focuses only on the exceptions that need human judgment.

Self-service vendor registration portal where new suppliers complete their own onboarding -- company registration details, bank account information for payment, tax documents (W-9, VAT registration), insurance certificates, compliance certifications, and any category-specific requirements your procurement policy mandates. Suppliers receive a secure tokenized link with a configurable expiry; submissions are authenticated to that token so the portal cannot be accessed by unintended parties and each submission is traceable to the invitation sent. Document uploads are validated for completeness and format before the submission is accepted: PDF certificates are checked for expiry dates extracted via OCR, bank account details are validated against routing number format rules, and VAT registration numbers are checked against format patterns for the supplier's declared jurisdiction. Supplier onboarding automation connects to SAP Ariba or Coupa via their supplier management APIs to create vendor records directly in those platforms when your procurement operates within an enterprise sourcing suite; for teams on SAP MM or Oracle Procurement, vendor master records are written via BAPI (RFC_VENDOR_SAVE) or Oracle Procurement REST API respectively. Missing or expired documents trigger automatic reminders at configurable intervals rather than requiring your procurement team to chase. Submitted vendor records route through your internal approval workflow (procurement review, finance review for payment details, legal for significant suppliers) with each step's sign-off recorded and a full audit trail maintained for compliance evidence. Approved vendors are created in your ERP vendor master automatically. The supplier risk profile is populated at onboarding: Dun and Bradstreet or Companies House data enrichment fills in registration number, registered address, and credit rating; sanctions list screening (OFAC SDN, EU consolidated list) runs automatically on company name and beneficial owner details before the vendor is approved. Procurement teams see every supplier's onboarding status, document expiry dates, and approval state in a single dashboard rather than managing the process through email. Onboarding time typically drops from 2-3 weeks to 3-4 days.

Approved product and service catalogues that purchasing teams order from directly -- with pre-negotiated prices, preferred supplier assignments per category, approved product lists, and minimum order quantities built in. Catalogue orders bypass individual price approval because the price was agreed at the contract level, cutting the approval cycle for routine purchases from days to minutes. Contract terms for every active supplier tracked in one place: contract value, pricing schedule, renewal date, notice period, key commercial terms, and spend-to-date against committed minimums. Alerts fire automatically 90, 60, and 30 days before contract renewal windows close, so your procurement team renegotiates from a position of preparation rather than reacting to an auto-renewal that locks in last year's rates. Spend tracked against contract commitments in real time -- so you know when you're at risk of missing volume commitments that trigger rebates.

Real-time spend visibility without waiting for month-end reconciliation or pulling a finance report: total spend by department, cost centre, category, supplier, project, and approval status updated continuously as transactions are approved and invoices are matched. Budget vs. actual spend tracked against each cost centre's approved budget, with committed spend (POs approved but not yet invoiced) included so budget owners see their true available budget rather than the accounting-lag picture that causes overspend surprises at month-end. Maverick spend flagged automatically: purchases that bypassed the catalogue, supplier spend with non-approved vendors, and transactions outside category policy. Supplier concentration analysis shows dependency on single-source suppliers. Policy exceptions surfaced with the approver who authorized them, providing the data for a procurement policy review conversation. Finance and procurement see the same numbers from the same real-time source rather than reconciling two different reports.

Bidirectional integration between the procurement automation layer and your ERP or finance system so data flows automatically rather than requiring manual re-entry at each system boundary. SAP (via RFC/BAPI or REST), NetSuite (SuiteScript or REST), Microsoft Dynamics (Power Automate connectors or direct REST API), Xero, and QuickBooks are all systems we've integrated. Approved POs are posted to the ERP purchase order module automatically with the correct cost centre, budget code, and supplier reference. Matched invoices trigger posting to the AP subledger and release for the next payment run. New vendors approved in the procurement portal create vendor master records in the ERP. Budget code and cost centre mappings are maintained in one place and applied consistently across both systems. Change orders in the procurement system update the ERP PO record in real time. Your AP team works in the ERP as they always have; the automation handles the work that shouldn't require human input.