How a purchase moves through Procurify
A procurement management system brings purchase requests, approvals, purchase orders, budgets, and vendor records together. In Procurify, every purchase takes the same path, so approvals move faster, and finance sees committed spend as it happens.
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Approve with the budget in front of you
Each request shows what is committed, what is pending, and what is left. Approvers see the impact before they say yes.
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Every request takes the right path
Rules route by amount, department, location and account code. Everyone can see who has approved a request and who it is waiting on.
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One record per purchase
Quotes, comments, approvals and packing slips stay with the purchase. When finance or an auditor asks about it later, the answer is already there.
Procurement management system features
Each one shortens an approval cycle, removes manual entry, or keeps spending within budget. Together, they cover a purchase from the first request to the delivery, with everything accounts payable needs already attached.
Purchase Requests
Employees can request what they need without knowing your account codes. Guided Intake reads an uploaded vendor quote and fills in the line items and codes, so requests arrive ready to approve.
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Submit and edit requests on desktop or mobile
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Follow request and approval status by email, mobile, or Slack
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Pick items from preferred vendor catalogs
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Shop a supplier site through PunchOut, with the cart coming back as a pending PO
Expense Management
Travel, meals, and small purchases happen on the spot. Expense claims come into the same system with a receipt and an account code already attached, so that spending counts toward the budget like anything else.
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Submit claims and attach receipts from mobile
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Route expense approvals by department, location or account code
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Approve and reimburse in the same place your team requests purchases
Approvals
Requests that sit for days get worked around. Approval rules send each one straight to the person who can sign it off, so purchases keep moving while people are travelling or out of office.
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Build unlimited approval workflows by location, department and amount
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Approve from mobile with a notification when something needs you
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Hand approvals to a colleague for a set period when someone is away
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Ask the requester a question in the request itself
Purchase Order Management
Orders placed over email or the phone leave nothing to check against. In Procurify, every order is a purchase order that lists the vendor, the items, and the agreed prices, so you can check the invoice against it.
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Send purchase orders to vendors straight from Procurify, automatically if you choose
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Revise an order after it has been sent
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Set up blanket and recurring orders for spending that repeats
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See the bills entered against an order on the PO itself
Contract Management
Missing a renewal date costs you a full year of a contract you meant to cancel. Procurify tracks renewal dates and spend against each contract, so you can decide to keep, cut, or renegotiate before it rolls over.
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Upload a contract and Smart upload drafts the record with the key dates, amounts and terms for review
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Get notified ahead of renewals and expirations
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Link purchase orders to a contract to track spend against its total value
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Track changes to a contract record in an audit log
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Purchase orders are linked to contracts to track spend against total contract value and ensure effortless invoice reconciliation
Vendor Management
Adding a vendor usually means chasing a W-9, banking details, and an address over email. In Procurify, a vendor is requested, approved, and stored in one record, so purchasing and AP work from the same details.
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Request a new vendor with the details needed to set them up
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Send new vendors for approval before they are added
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Store contact information, payment terms and routing details on the vendor record
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Upload and keep vendor documents in one place
Receiving
Invoices arrive for deliveries that were short, damaged or never turned up. Whoever takes the delivery marks it off against the order, so AP can see what actually arrived before anything is paid.
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Mark items received, or flag what arrived damaged or wrong
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Receive on mobile and attach a photo of the packing slip
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Get a notification when items are received against an order
Budget Management
A budget that updates monthly shows what you’ve already spent. This one updates with every approved request, so a manager can see the money going before it is gone.
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Control who can see each budget, so managers see theirs without seeing everyone else’s
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Set budgets by month, quarter or year, to match how your organization plans
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Create as many budget categories as you need, split by location, department and account code
Spend Reporting
“What did we spend with this vendor last year?” usually takes an export and an afternoon. Ask Spend Insights and the answer comes back with the orders behind it, so you can negotiate from the actual number.
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Report on spend by vendor, department, location or user
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Drill down from any number to the orders and expenses behind it
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Ask Spend Analyst a question in plain language and get the chart back
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Schedule reports to arrive automatically rather than running them each month
Procurement management system FAQs
Common questions about how purchasing works in Procurify, from the first request through to receiving.
How customers keep one purchasing process across every location
Teams running purchasing across multiple entities, currencies and locations, in their own words.
Take control of spend now
Book a personalized demo to see Procurify’s agentic procurement platform in action.
