Every purchase order, from request to receipt.
ProcuHelp is purchase order software for mid-sized companies. Raise a request, get it approved, and send a branded PO your supplier confirms. Receive what arrives line by line, and match it back to the invoice, all on one record.
Ordered is not the same as invoiced
Most purchasing in a growing company happens informally. Someone emails a supplier, agrees a price on a call, and the order is placed. The budget is committed the moment that happens. But nothing is written down until the invoice arrives, sometimes months later.
In between, nobody can answer basic questions. What have we ordered but not yet received? What did we approve, and who approved it? Did the delivery actually match what we agreed to pay for? The commitment exists, but it is invisible.
A purchase order is the record of that commitment. It captures what was ordered, at what price, approved by whom, and follows it through to delivery and the invoice. Purchasing stops being a thread of emails and becomes something you can see.
Purchase order management, end to end
Everything you need to raise, approve, send, receive, and reconcile a purchase order lives in one module, connected to your vendors, contracts, and spend.
Approval workflow
Set approval thresholds by amount, per business unit. A PO that crosses one routes to the right approver, and issuing is blocked until it is signed off. Change an approved order and it returns for re-approval.
Branded PO documents, four languages
Every order becomes a clean, branded PDF with your logo, generated automatically in English, Dutch, German, or French, ready to send to the supplier.
Supplier confirmation, no account
Email the PO straight from ProcuHelp. The supplier confirms through a secure link with nothing to install and no login, and their acceptance is timestamped on the order.
Line-level goods receipt
Record what actually arrives, line by line and quantity by quantity. Partial deliveries and back-orders stay open, and a receipt can be flagged when something turns up short or damaged.
PO-to-invoice matching
Suppliers quote the PO number, so invoices from your ERP link back to the order automatically. The amount is checked against the order and any variance goes to a review queue, alongside contract matching.
A full audit trail
Every issue, approval, confirmation, receipt, and match is recorded against the order, so you always know who did what, and when.
From a request to a closed order, in five steps
Someone on the team raises a purchase request for what they need. It routes for approval based on your rules, so nothing is committed before the right person signs off, and nothing waits in an inbox because it was never seen.
Once the request is approved, it becomes a purchase order in one step, carrying over the vendor, the lines, and the amounts. When you already know exactly what you are buying, you can also create a PO directly.
- Requests routed for approval before anything is committed
- The request and the order it becomes share one trail
ProcuHelp builds the purchase order from the lines: descriptions, quantities, unit prices, delivery details, and your own PO number. A clean, branded PDF is generated automatically in the vendor’s language, English, Dutch, German, or French, ready to send.
Everything the vendor needs sits on one document, formatted the same way every time. No more rebuilding an order in a spreadsheet and hoping the numbers carried over.
Before a PO can go out, it clears approval. If its total crosses a threshold you’ve set, a designated approver has to sign off, and the platform blocks issuing until they do. Change an already-approved order in a way that matters, and it has to clear re-approval before it can be issued again.
Once cleared, the PO is emailed to the vendor as “[Your company] via ProcuHelp” with the PDF attached. The vendor confirms through a secure link, with no account to create, and their acceptance is timestamped and recorded on the order. You get a clear agreement on what was ordered rather than a vague trail of replies.
As goods or services are delivered, you mark them received, line by line, with the quantity that actually turned up. A partial delivery leaves the order open on whatever is still outstanding, and a receipt can be flagged as a problem when something arrives short or damaged.
Short deliveries, back-orders, and split shipments stay visible on the order. You always know what you are still waiting on, without chasing anyone for an update.
Because the vendor quotes the PO number on their invoice, ProcuHelp links the incoming invoice from your ERP back to the order automatically, and checks the invoiced amount against the order. A difference shows up as a variance in a review queue rather than being paid on trust.
The loop from request to payment closes. This runs alongside contract-to-invoice matching, so finance has a concrete reference to verify against, and an overcharge or a line that was never ordered surfaces before it is approved.
Every order, one clear trail
A purchase order moves through the same set of statuses, so anyone can see exactly where an order stands at a glance, from a draft to a closed, reconciled order.
Purchasing with and without purchase orders
What changes when commitments are on the record instead of scattered across inboxes and phone calls.
Where this actually pays off
Sign-off before the money is gone
Without a PO, spend gets committed on a call and approved after the invoice arrives, when it is far too late to say no. With ProcuHelp, the approval happens before the order goes out. The budget owner sees the order, signs it, and only then does it reach the vendor.
The decision to spend is made before the commitment, not after the bill.
Paying for what actually arrived
A vendor invoices for the full order, but only part of it was delivered. Without receiving, you pay the full amount and hope someone notices. With line-level receiving on the PO, the shortfall is on the record before the invoice is approved, so you can hold back what has not arrived.
You pay for what turned up, not what was promised.
Something concrete to match against
An invoice arrives for €12,000. Is it right? Without a PO, finance has only the contract to go on. With one, the invoice links to the exact order by its PO number and the amount is checked against it, so an overcharge or a line that was never ordered surfaces as a variance straight away.
The invoice is checked against a real order, not a memory.
Purchase orders connect to the rest of the platform
Where the order begins
Every PO can start as a request, routed for approval before anything is committed. The request and the order share one trail, from asked for to signed off.
Read more SpendMatched to the invoice
A received order links to the invoice that follows it, so what you ordered, what arrived, and what you paid all line up on one record.
Read more ContractsThe agreement behind it
Orders placed against a contract draw on its terms and pricing, keeping every purchase tied back to what was actually agreed with the vendor.
Read moreRun a purchase order, end to end
Bring a real order to the demo. We’ll take it from request through approval, vendor confirmation, and receiving, and show how it matches back to the invoice when it arrives.