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PURCHASE-TO-PAY SOLUTIONS

Total efficiency for procurement and financials 

Need more expense control? DocuWare creates predictability. Let automation handle routine tasks, save time, and enjoy increased financial visibility.  

  • Structured purchase requisitions
  • Automatic reconciliation of purchase order, delivery, and invoice data 
  • Up to 80% time savings in processing supplier invoices
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More than 19,000 customers from all industries trust in DocuWare

 

Upgrade your procurement lifecycle 

Prevent unexpected invoices, budget overruns, and lack of visibility. Create end-to-end procurement processes based on requisitions that fully capture purchase items and critical details. Then route them to the right people – following policies and standards – for fast-track approvals.

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Centralised access to all order and invoice data

Stay on top of purchasing activities with connected data and documents. DocuWare is your single source of truth for instant access to proposals and order details, contracts, delivery notes and supplier invoices to control costs and improve decision-making with real-time insight.

 

Process invoices without manual intervention

Seamlessly merge purchasing and accounts payable. With DocuWare you can create a closed-loop process that reduces purchasing cycle time by automating invoice capture and then reconciling data and documents. The result is more precision, less data entry and significant cost savings. 

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Ready for more?

DocuWare integrates with 500+ applications for seamless processes

Operational efficiency and AP traceability through optimised procurement

Say goodbye to disparate email threads with questions about orders, shipping terms or billing details. With DocuWare, all your orders and related data are securely stored in one place, and purchasing, invoice approval and accounting are seamlessly connected. Whether you're outfitting your team or restocking your warehouse: Streamlined requisitions provide visibility and a seamless path from order to payment.

  • Purchase requisition
  • Purchase approval
  • Invoice processing
  • Accounts payable
  • Supplier file management

Transparency on every order

  • Share custom forms to capture order details and accounting information with just a few clicks for further processing. Mandatory fields ensure compliance with budget constraints and internal policies.
  • Seamlessly store purchase requisitions from your ERP system in DocuWare for flexible access and efficient use at any time.

No more uncontrolled spending

  • Improve spend visibility and control with workflows that route requisitions to the appropriate stakeholders for single or multi-level approvals.  
  • Define flexible approval policies to drive workflows based on roles, projects, spend values, or even product categories. 

Reduce approval cycle times 

  • Seamlessly route invoices to the right approvers or set a threshold of pre-approved suppliers and watch the system work its magic.  
  • Say goodbye to manual item verification. DocuWare effortlessly reconciles data between invoices, quotes, delivery notes or other documents, ensuring 3-way matching accuracy. 

  

 

Ensure fast payments

  • Use GL coding options within DocuWare. This reduces the need for manual typing, minimising errors and speeding up the accounting workflow. 
  • Export booking data directly to your accounting system whether you’re using SAP, QuickBooks, or any other platform. This ensures accurate financial records and streamlines the payment process. 

Centralised purchasing and supplier data

  • Access purchase order details, price lists, quotes, invoices and correspondence anytime, anywhere. All this information is also available from your ERP, CRM, or other systems with a single click.
  • Improve supplier relationships with fast response times and seamless processes. Provide transparent approval and onboarding of new suppliers with a supplier request form.

Secure, compliant archiving

DocuWare enables you to comply with legal and audit standards while saving time and effort. All invoices are stored securely, documented completely and protected from loss and tampering. Stop searching and stressing to locate documents. Find digital invoices instantly and deliver as an organized archive that is only accessible to authorized users.

Frequently asked questions

What is a purchase requisition?

 A purchase requisition – or PR for short  –  is the beginning of a structured procurement process. It is used to gather all necessary information before an order is placed and must be submitted for approval. This creates transparency, enables early cost management and at the same time ensures that only authorised orders are placed. 

What information is captured in a purchase requisition?

Purchase requisitions can be easily processed by using a DocuWare form that employees can access by link. The form captures a variety of data, such as requester, department, cost center, project number, vendor/service provider, requested services or items with item numbers, quantities and prices. Any accompanying bids/offers can also be attached. In addition, information about a preferred payment method or whether an advance is required can be included to expedite downstream invoice processing.  

What happens after a purchase requisition has been submitted?

Once the form is submitted, the approval workflow starts. The responsibility for approving purchase requisitions can vary from company to company. In retail or larger organisations, the primary responsibility often lies with the purchasing department. In smaller companies, an approval is often given by a department head or someone in management. Purchase requisitions may go through several levels of approval. And in many organisations, approvals may be required only when a purchase order exceeds a certain pre-set limit. 

How does an optimised procurement process speed up invoice processing?

A structured ordering strategy ensures precise and fast implementation of downstream invoice processing. As soon as a new invoice is received, a DocuWare workflow checks whether a purchase requisition exists and links the documents. Thanks to the data already collected, it is possible to assign the invoice for approval or to initiate a direct release without any loss of time. If the invoice data is incorrect or there is no matching purchase order, the workflow informs the responsible persons about any required tasks. 

Can purchase requisitions from other systems also be captured, retrieved and processed in DocuWare?

Of course. DocuWare can be seamlessly integrated into your existing applications such as SAP, Oracle, Sage or QuickBooks to import, process and directly access purchase requisitions and any other purchasing and financial documents. 

How can invoices be validated and approved without manual intervention?

DocuWare offers several options for straight-through processing. Invoices can be matched with data from other documents stored in DocuWare. For example, if there is a matching purchase order, it can be used as a ticket for approval if the purchase order number and amounts match those on the invoice. Of course, you can define additional documents, such as packing slips and delivery notes, that can be approved if they match an invoice. 3-Way Match or Multi-Way Match is possible down to the line item level. Another option is to route invoices from specific vendors directly for posting if they are below a certain threshold. This "quick match" is useful for recurring invoices that arrive in the same amount each month. 

Real people, real results

This new, streamlined process reduces the time spent on manual handling by the team. Ultimately, eliminating paper-based processes has resulted in substantial cost savings. Accuracy has improved immeasurably as my team no longer manually input invoice data — this reduces human errors.

Read case study

Joe O’Raw
Finance Manager, Glenkeir Whiskies

The biggest improvement is in managing errors: we previously had so many issues with VAT and under and over payments. Now the system highlights any discrepancies so we can deal with them quickly with minimal issue. Our accuracy level has improved by 100%.

Read case study

Stephen Elliott
Finance Director, Stuart Plumbing & Heating Supplies

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