Procurement and accounts payable software that checks a bill before it is paid.
Procurement and accounts payable software manages what a company buys and what it owes for it. It raises purchase orders, captures incoming vendor bills, matches the two against the goods receipt, routes the result for approval, and posts approved bills to the ledger — so a payment is checked before it leaves rather than reconciled after.
It is one of the seven modules in the business management platform, and it writes to the same ledger as the rest of them.
- PO Number
- Vendor & Items
- Requester / Dept
- Amount
- 3-Way Match
- Sign-Off
Match state: matched · review required · discrepancy
Sign-off: approved · pending · rejected
Money leaves the company faster than anyone checks it
Accounts payable is where a small process gap turns into a real payment. These are the gaps the module is built to close.
The same invoice, paid twice
A duplicate copy of a bill arrives by a different route and gets paid again. Matching each bill to its purchase order and receipt is what catches it — before the money leaves, not in next month’s reconciliation.
Purchases nobody approved
Spend that never went through a purchase order is hard to argue with after the fact. Every order carries its requester and department, and every team has a limit.
Approvals living in an inbox
Sign-off by email leaves no record of who agreed to what. Approval state is held against the order itself — approved, pending or rejected — rather than in a thread.
Vendors chasing you for payment dates
Suppliers email to ask when they will be paid, and someone has to go and look. The portal lets them check it themselves and upload their own tax documents.
Bank detail changes taken on trust
A request to change a supplier’s account is how redirected-payment fraud starts. Changes raise an alert instead of being applied quietly.
From purchase order to posted bill
Six steps. Each one leaves a record on the order, so the state of any purchase can be read without asking anyone.
- 01
A purchase order is raised
The order records what is being bought, from whom, by which person and against which department. Each team carries its own spending limit, so the cap is applied as the order is raised rather than argued about later.
- 02
The vendor bill is captured
Bills arriving by email are captured automatically, and an optical character recognition pipeline reads the document so the line items can be compared rather than re-typed.
- 03
It is matched three ways
A rule-based matching engine reconciles the purchase order against the vendor bill and the goods receipt. The order ends up in one of three states: matched, review required, or discrepancy.
- 04
Approval is routed
A clean match goes for sign-off; anything else stops for review. Transactions above a threshold you configure need two-tier verification, so the person who raised an order cannot be the only one who approves it. Sign-off is recorded as approved, pending or rejected.
- 05
The approved bill posts to the ledger
It is written to the general ledger as a credit against its account category, carrying the approval note and vendor reference with it. Accounts payable and the books do not drift apart.
- 06
The vendor tracks it themselves
Suppliers use the self-serve portal to upload tax documents such as W-9s and to see when an invoice is due to be paid, instead of emailing to ask.
Features in the module
Automatic 3-way PO & bill match
Purchase order, vendor bill and receipt reconciled against each other, with the result held as a match state on the order.
Custom spending limits by team
Department credit caps, with budget burn warnings as a team approaches its limit.
Vendor portal & receipt tracker
A self-serve supplier portal for tax documents and payment dates, with receipts tracked against the order.
Two-tier verification above a threshold
Transactions over an amount you set require a second approver before payment is released.
Vendor bank account change alerts
A change to a supplier’s payment details raises an alert rather than being applied silently.
Approval state on every order
Approved, pending or rejected, recorded against the order rather than in an email thread.
Payment fraud controls
Two-tier verification on transactions above a threshold you configure, and alerts whenever a vendor's bank account details change. Both are on by default rather than something to remember to switch on.
Integration surfaces
These are the surfaces the module is built around. Which specific providers apply to your stack is confirmed on the call. Connecting one we do not already reach is an engineering service.
What is different once it is running
The point of the module is not that purchasing becomes faster to look at. It is that a payment cannot leave without having been checked, and that the check leaves a record.
- Duplicate vendor billing and unapproved spend stop reaching payment
- Each department has a credit cap, with warnings before it is reached
- Suppliers answer their own payment-date questions in the portal
- Large purchases cannot be raised and approved by the same person
- Approved bills reach the ledger without anyone re-keying them
Frequently asked questions
What is procurement and accounts payable software?
Procurement and accounts payable software manages what a company buys and what it owes for it. It raises purchase orders, captures incoming vendor bills, matches the two against the goods receipt, routes the result for approval, and posts approved bills to the ledger — so a payment is checked before it leaves.
What happens when a purchase order and a vendor bill do not match?
The bill is held rather than paid. Every purchase order carries a match state of matched, review required or discrepancy. Anything that is not a clean match stops in review with its own sign-off state — approved, pending or rejected — so someone decides deliberately instead of the payment going out by default.
How does it stop the same vendor invoice being paid twice?
Each incoming bill is reconciled against its purchase order and receipt before payment is released, so a second copy of an invoice already matched to a paid order does not produce a second payment. Removing duplicate vendor billing and unapproved spend is what the matching engine exists to do.
Can different teams have different spending limits?
Yes. Spending limits are set per team, with department credit caps and budget burn warnings as spend approaches them. Transactions above a threshold you configure require two-tier verification, so a single person cannot raise and approve the same large purchase.
What can vendors do in the supplier portal?
The portal is self-serve. Suppliers upload their own tax documents such as W-9s and track when their invoices are due to be paid, instead of emailing to ask. Receipts are tracked against the purchase order in the same place.
What happens if a vendor changes their bank details?
A change to a vendor bank account raises an alert rather than being applied quietly. Combined with two-tier verification above a configurable threshold, this is the control that makes redirected-payment fraud hard to execute against an approved supplier record.
Do approved bills reach the accounting ledger automatically?
Yes. An approved bill posts to the general ledger as a credit against its account category, carrying its approval note and reference, so accounts payable and the books stay in step without anyone re-entering the transaction.
Bring us a month of your vendor bills
Twenty minutes, with an engineer rather than a salesperson. Show us how purchases get approved today and we will walk through what the matching engine would have caught — or tell you honestly if your current process is already tight enough.