Cloud
ProcureFlow · Procurement
Control every rupee of spend, from request to payment.
A complete purchase-to-payment platform. Requests follow your real approval hierarchy, budgets are committed the moment a request is raised, and no invoice is paid until it matches both the order and what was actually delivered.
Every stage, in one system
Nothing moves forward until the stage before it is genuinely complete.
Requests that route themselves
Staff raise a request against a department, category and cost type. It then follows the approval chain you defined, with limits applied per role, so nothing depends on someone remembering who signs off.
- Multi-level approval hierarchies with per-role spending limits
- Line-by-line quantities, discounts and tax
- Capital and operating expenditure classified per line
- Required fields, justification and supporting attachments
- Reject with reason, recall, and resubmit — all recorded
- Full approval timeline visible on every requisition
Budgets that commit, not just report
Most systems tell you that you overspent. This one prevents it. The moment a request is submitted, its value is committed against the budget and removed from what remains available — and the commitment becomes actual spend when the invoice arrives.
- Available = allocated − committed − spent, calculated live
- Commitment released automatically on rejection or recall
- Budget periods: monthly, quarterly, half-yearly or annual
- Separate capital and operating budgets per department
- Utilisation alerts at a threshold you set
- Requests checked against the budget before they can proceed
Competitive quotes, compared side by side
Turn an approved request into a quotation round. Invite the suppliers you choose, and collect their bids in one place. Award the winner and the purchase order is created for you — priced to the bid, with the losing bids recorded for audit.
- Create a quotation request directly from an approved requisition
- Invite selected suppliers — only invitees can see or bid
- Submission deadlines enforced automatically
- Bids compared side by side, lowest highlighted
- Award converts straight to a purchase order at the awarded value
- Unsuccessful bids retained as evidence of a fair process
What you ordered is what you check in
Purchase orders carry your terms, delivery address and expected dates. When goods arrive, receipt is recorded against the order line by line — and the system will not let you receive more than you ordered.
- Purchase orders with terms, delivery address and expected dates
- Suppliers can accept or reject, with a reason recorded
- Partial deliveries received against the same order
- Over-receipt blocked, not merely flagged
- Outstanding quantities visible on every order
- Branded order documents ready to send
Three-way matching, with a tolerance you set
Every supplier invoice is checked against the purchase order and the goods actually received. Small differences within your tolerance pass; anything beyond it is held as a discrepancy until someone resolves it.
- Invoice matched against both order and receipt
- Tolerance percentage configurable per organisation
- Within tolerance flagged for review, not silently accepted
- Duplicate invoice numbers rejected on entry
- Budget moves from committed to actual spend on match
- Payables ageing calculated on the outstanding balance
Your suppliers, off email
Invite a supplier and they get their own secure area. They set their own access code — you never see it, and never hold it. From there they quote, respond to orders and track what they are owed, without a single attachment going back and forth.
- Invitation-based access: suppliers set their own credentials
- Quotation requests visible only to invited suppliers
- Bid submission and revision before the deadline
- Accept or decline purchase orders with a note
- Invoice and payment status visible to the supplier
- Access revoked instantly, ending every active session
Everything around the process
The parts that make it usable day to day, and defensible at year end.
Payments
Record full or partial payments against an invoice. Overpayment is blocked, and status reflects reality — partly paid stays partly paid.
Multi-location
Run several properties or branches under one organisation. Users see only the locations they are assigned to, and budgets are held per location.
Roles & permissions
A reporting hierarchy for approvals, plus a permission matrix controlling exactly what each role may view, create, edit or delete.
Branded documents
Design your own order, quotation and payment documents — paper size, fonts, colours, terms and logo — and set a default per document type.
Dashboards & reporting
Spend summaries, commitment against budget, payables ageing and cycle times — scoped so each role sees what is relevant to them.
Integration
Sync suppliers, orders and bills with Zoho Books, and trigger your own systems on events such as approval, order or payment.
Before you ask
Can it match our existing approval structure?
Yes. You define the hierarchy, the per-role spending limits and which categories need extra sign-off. Requests then route automatically.
What happens if someone tries to spend beyond budget?
The request is checked against the available budget before it can proceed. Commitments are held the moment a request is submitted, so overspend is prevented rather than reported afterwards.
Do our suppliers need to buy anything?
No. Suppliers are invited by you and get free access to their own portal to quote, respond to orders and track payment.
Can we run more than one company or location?
Yes. You can run several companies and locations, with users, budgets and documents scoped to each.
How is our data kept separate from other clients?
Each organisation’s data is isolated and access is controlled by role and location. Ask us for the details of our hosting and security setup.
How long does implementation take?
It depends on how many locations, approval levels and integrations you need. We will give you a realistic plan after a short conversation about your process.
See it running on your own process.
We will walk through a live requisition, an approval, a quotation round and a matched invoice — using categories and limits that resemble yours, not a generic demo.