For small business owners, managing the purchase order process efficiently is crucial to maintaining smooth operations and controlling costs. Purchase order software helps streamline the procurement cycle by automating key tasks, such as items ordered tracking, generating purchase orders, and managing necessary approvals. In a world where businesses strive to cut costs and improve productivity, choosing the best purchase order software can significantly impact day-to-day operations and long-term success. In this article, we have gathered the top 10 purchase order software options that every small business owner should consider to enhance inventory management, supplier management, and overall operational efficiency across various industries.
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What is the Purchase Order Process?
A purchase order process refers to the series of steps a company follows to procure goods or services from suppliers. This system ensures proper documentation and approval before an order is made. The process typically starts with a purchase order request from a department, which includes key details such as item details, quantity, and payment terms. This request is then reviewed and approved by necessary stakeholders before a purchase order (PO) is created and sent to the supplier.
The approval process may involve customizable workflows to ensure the right people sign off on purchase orders, making it an essential part of the procurement process. Once approved, the PO system tracks the order details, supplier information, and cost center for accurate billing and inventory management.
Benefits of Using Order Management Software
Using order management software can streamline the entire purchasing process, offering numerous advantages to businesses. One of the most significant benefits is the ability to automate the approval workflows, eliminating delays and improving efficiency. The software allows you to track spending patterns, control costs, and reduce costs by optimizing processes like inventory management and supplier management.
With purchase order software, businesses can create professional purchase orders quickly and easily, attaching files like invoices and order details for complete records. It also ensures all purchase approvals are obtained before committing to any purchasing decision. Additionally, some systems integrate with QuickBooks Online for seamless accounting and reporting.
To further enhance your procurement efficiency, it’s advisable to explore various strategies for managing your purchase orders effectively. Small business owners can benefit significantly from incorporating best practices related to purchase order management. For insights on streamlining your procurement processes further, consider reading our guide on optimizing your purchase orders, which offers practical tips and strategies that can elevate your operational efficiency.
Implementing effective purchase order strategies is essential for improving efficiency in procurement processes. By focusing on areas such as accurate tracking, automated approvals, and streamlined communication with suppliers, businesses can significantly enhance their order management systems. For more on optimizing your purchasing strategies, check out our post on essential tips for managing purchase orders effectively.
Quick Overview of Best Purchase Order Systems
|
Software |
Price |
Best For |
Website |
|---|---|---|---|
|
Datamoto Purchase Order |
Starting at $40 per user/month |
Small businesses needing integrated inventory and sales order management |
|
|
Zoho Purchase Order |
Starting at $30 per user/month (Zoho One) |
Businesses needing customizable and integrated purchase order solutions |
|
|
QuickBooks Purchase Order |
$15 per month (Online); $299.95 one-time (Desktop) |
Businesses using QuickBooks for accounting |
|
|
Coupa Procurement |
Starting at $149 per user/month |
Large-scale businesses needing comprehensive procurement tools |
|
|
Procurify |
Starting at $55 per user/month |
Businesses seeking user-friendly expense and purchase management |
|
|
Precoro |
Custom pricing, contact for quote |
Mid-sized businesses seeking affordable and efficient procurement |
|
|
Xero |
$20 to $70 per month |
Small businesses seeking seamless procurement and accounting integration |
|
|
Spendwise |
Custom pricing, contact for quote |
Businesses requiring contract and supplier management |
|
|
Beanworks |
Several hundred to several thousand dollars per year |
Businesses seeking invoice automation and detailed analytics |
|
|
SAP Ariba |
Custom pricing, contact for quote |
Enterprises requiring global procurement capabilities |
1. Datamoto Purchase Order
Best for small businesses needing integrated inventory and sales order management.
|
Pros |
Cons |
|---|---|
|
✔️ Supports multi-currency transactions. |
❌ Limited advanced analytics capabilities. |
|
✔️ Centralized vendor management. |
❌ Requires QuickBooks for accounting. |
|
✔️ Generates POs from various sources. |
❌ Higher starting price than some alternatives. |
Datamoto Purchase Order distinguishes itself with its robust integration capabilities, combining inventory and sales order management into one cohesive system. This software simplifies the procurement cycle by enabling businesses to generate purchase orders from multiple sources such as sales orders and CSV files. It also offers a centralized hub for managing supplier information, ensuring that all item details and payment terms are handled precisely. The user-friendly interface makes it accessible for small business owners who want to streamline their processes.
Why We Chose Datamoto Purchase Order
Datamoto was selected for its ability to support multi-currency transactions, a critical feature for businesses dealing with international suppliers. The platform’s comprehensive vendor management system enables businesses to track spending patterns effectively while optimizing procurement workflows. Its integration with QuickBooks further enhances its utility by offering seamless financial management, positioning it as an indispensable tool for small businesses.
Key Features
-
Integrated inventory and sales order management.
-
Multi-currency transaction support.
-
Central vendor management.
-
Generates purchase orders from sales orders and CSV files.
-
Real-time tracking of purchase orders and supplier interactions.
Integrations
-
QuickBooks accounting integration.
Pricing Details
-
Starting at $40 per user/month.
Verdict
Datamoto is an excellent choice for small businesses looking for an integrated purchase order system that enhances procurement efficiency and simplifies supplier management.
Learn More About Datamoto Purchase Order:
2. Zoho Purchase Order
Best for businesses needing customizable and integrated purchase order solutions.
Pros | Cons |
|---|---|
✔️ Highly customizable purchase orders. | ❌ Limited integrations outside Zoho apps. |
✔️ Converts purchase orders into bills. | ❌ Not ideal for extensive supplier management. |
✔️ Insightful purchase tracking. | ❌ No free plan for standalone purchase order software. |
Zoho Purchase Order is a versatile tool that seamlessly integrates into the broader Zoho ecosystem, creating a unified platform for managing procurement workflows. The software allows businesses to design professional purchase orders with personalized elements like company logos and attachments, ensuring clarity and consistency. Its purchase order tracking features offer detailed insights into order statuses, payment terms, and item quantities, facilitating a transparent procurement process. For businesses already utilizing Zoho CRM or other Zoho tools, this software provides a cohesive user experience.
Why We Chose the Zoho Purchase Order
We chose Zoho Purchase Order for its focus on customization and integration. The platform’s ability to convert purchase orders into bills streamlines the approval and payment processes. Additionally, Zoho’s insightful tracking capabilities allow businesses to monitor procurement activities in real-time, ensuring transparency and efficiency. The integration with Zoho apps like Zoho CRM enhances its appeal for businesses already invested in the Zoho ecosystem.
Key Features
Customizable purchase orders.
Converts purchase orders into bills.
Real-time tracking of purchase order statuses.
Automated approval workflows.
Integrations
Fully integrated with Zoho CRM and other Zoho applications.
Pricing Details
Part of Zoho One, starting at $30 per user/month.
Verdict
Zoho Purchase Order is ideal for small businesses already using Zoho products. It offers customizable solutions and enhanced control over procurement activities.
Learn More About Zoho Purchase Order:
3. QuickBooks Purchase Order
Best for businesses using QuickBooks for accounting.
Pros | Cons |
|---|---|
✔️ Fully integrates with QuickBooks. | ❌ Limited customization for approval workflows. |
✔️ Easy conversion of POs to bills. | ❌ Higher pricing for advanced plans. |
✔️ Simplifies purchase order tracking. | ❌ Desktop version requires a high one-time cost. |
QuickBooks Purchase Order is a powerful tool that integrates seamlessly with QuickBooks Online and Desktop. The software simplifies the purchasing process by allowing businesses to create, track, and convert purchase orders into bills effortlessly. This ensures accurate management of payment terms, item details, and supplier information. Its intuitive interface and robust accounting capabilities make it an indispensable tool for businesses already using QuickBooks.
Why We Chose QuickBooks Purchase Order
QuickBooks stands out for its unparalleled integration with accounting functions, offering businesses a streamlined way to manage their procurement processes. The software’s ability to automate recurring orders and convert POs into bills reduces manual effort, enhancing operational efficiency. It’s an ideal solution for businesses looking to consolidate their procurement and accounting workflows.
Key Features
Create, track, and convert purchase orders into bills.
Real-time inventory and payment tracking.
Automated recurring purchase orders.
Integrations
Fully integrated with QuickBooks accounting software.
Pricing Details
QuickBooks Online: $15 per month.
QuickBooks Desktop: Starts at $299.95 for a one-time purchase.
Verdict
QuickBooks Purchase Order is a reliable and cost-effective solution for businesses already within the QuickBooks ecosystem, offering streamlined procurement management.
Learn More About QuickBooks Purchase Order:
4. Coupa Procurement
Best for large-scale businesses needing comprehensive procurement tools.
Pros | Cons |
|---|---|
✔️ Advanced supplier collaboration tools. | ❌ High starting price per user. |
✔️ Risk management capabilities. | ❌ Complex setup for small businesses. |
✔️ Comprehensive source-to-pay features. | ❌ Limited integration options for non-ERP users. |
Coupa Procurement offers a robust, end-to-end solution for managing the procurement lifecycle. From sourcing and purchase order creation to risk assessment and supplier collaboration, Coupa covers every aspect of procurement. Its advanced analytics provide actionable insights into spending patterns and supplier performance, empowering businesses to make data-driven decisions. While the platform is best suited for larger businesses, its extensive feature set makes it a valuable investment for those seeking to optimize their procurement processes.
Why We Chose Coupa Procurement
Coupa stands out for its comprehensive source-to-pay capabilities and emphasis on risk management. Its supplier collaboration tools foster efficient communication, while its advanced reporting features ensure businesses maintain control over their spending. These capabilities make Coupa a top choice for businesses with extensive procurement needs.
Key Features
End-to-end source-to-pay process management.
Advanced supplier collaboration and risk management.
Detailed analytics and reporting.
Automated approval workflows.
Integrations
Integrates with various ERP systems and financial software.
Pricing Details
Starting at $149 per user/month.
Verdict
Coupa Procurement is best suited for medium to large-scale businesses requiring an advanced procurement system with robust analytics and supplier collaboration tools.
Learn More About Coupa Procurement:
5. Procurify
Best for businesses seeking user-friendly expense and purchase management.
Pros | Cons |
|---|---|
✔️ Highly intuitive interface. | ❌ Limited customization for complex workflows. |
✔️ Real-time budget tracking. | ❌ Pricing on the higher side for small teams. |
✔️ Mobile app for on-the-go management. | ❌ Limited integrations compared to competitors. |
Procurify is an intuitive purchase management platform designed to simplify procurement and expense tracking. It stands out with its user-friendly dashboard and mobile app, allowing teams to manage purchase requests, approvals, and budgets in real time from anywhere. Procurify enables businesses to gain better control over spending, with clear budget insights and automated approval workflows that reduce manual effort.
Why We Chose Procurify
Procurify was selected for its emphasis on usability and accessibility. Its mobile app empowers businesses to manage procurement workflows on the go, ensuring that decision-makers can act quickly. The platform’s focus on real-time budget tracking allows teams to stay aligned with financial goals, making it an excellent tool for small to mid-sized businesses.
Key Features
Real-time budget and expense tracking.
Automated purchase order creation and approval workflows.
Mobile app for purchase and expense management.
Centralized supplier database.
Integrations
Integrates with accounting tools like QuickBooks and NetSuite.
API available for custom integrations.
Pricing Details
Starting at $55 per user/month.
Verdict
Procurify is a great choice for businesses looking for an easy-to-use procurement system with real-time budget visibility and mobile accessibility.
Learn More About Procurify:
6. Precoro
Best for mid-sized businesses seeking affordable and efficient procurement.
Pros | Cons |
|---|---|
✔️ Flexible approval routing. | ❌ Limited features for large enterprises. |
✔️ Customizable reporting options. | ❌ Lacks advanced integrations for complex workflows. |
✔️ Invoice management and e-catalogs. | ❌ Limited customer support for advanced use cases. |
Precoro is a cost-effective procurement solution tailored for mid-sized businesses. Its flexible approval routing and customizable reporting make it highly adaptable to varying procurement needs. The platform’s real-time invoice management and e-catalogs enhance transparency and efficiency throughout the procurement lifecycle.
Why We Chose Precoro
Precoro stands out as a cost-effective and efficient procurement solution tailored specifically for mid-sized businesses. Its flexible approval routing and customizable reporting allow businesses to adapt the platform to their unique needs, offering an essential level of control over procurement workflows. The inclusion of invoice management and e-catalogs enhances transparency and streamlines operations. Despite its affordable pricing, Precoro’s capabilities are robust enough to improve procurement processes without overwhelming smaller teams. We appreciate the balance it strikes between usability, functionality, and value, making it an excellent choice for businesses aiming to optimize procurement without stretching their budgets.
Key Features
Flexible approval routing.
Customizable reporting.
Invoice management and e-catalogs.
Integrations
Integrates with various accounting software and ERPs.
Pricing Details
Custom pricing; contact for a quote based on requirements.
Verdict
Precoro is a practical choice for businesses looking for an affordable, efficient, and user-friendly procurement tool.
Learn More About Precoro:
7. Xero
Best for small businesses seeking seamless procurement and accounting integration.
Pros | Cons |
|---|---|
✔️ Customizable purchase order templates. | ❌ Limited advanced procurement features. |
✔️ Converts POs into bills efficiently. | ❌ Higher-tier plans may be expensive. |
✔️ Strong accounting integration. | ❌ Limited support for enterprise-level procurement. |
Xero simplifies procurement for small businesses with its customizable purchase orders and seamless conversion of POs into bills. The software’s integration with Xero’s accounting platform ensures smooth payment processing and financial tracking. It’s an excellent tool for businesses looking for an integrated procurement-accounting solution.
Why We Chose Xero
Xero is an ideal fit for small businesses that need a seamless integration between procurement and accounting. The platform’s customizable purchase order templates and efficient conversion of POs into bills simplify the procurement process, while its strong integration with Xero accounting software ensures that businesses can easily track financial data. Xero’s pricing is competitive for smaller organizations, and its intuitive interface helps businesses quickly adapt to its tools. Its ability to combine basic procurement features with comprehensive accounting capabilities makes it a standout choice for small businesses looking to streamline both areas.
Key Features
Customizable purchase orders with templates.
Converts POs into bills for payment processing.
Integrations
Integrated with Xero accounting software.
Pricing Details
Pricing ranges from $20 to $70 per month, depending on the plan chosen.
Verdict
Xero is perfect for small businesses that require basic procurement features with strong accounting integration.
Learn More About Xero:
8. Spendwise
Best for businesses requiring contract and supplier management.
Pros | Cons |
|---|---|
✔️ Contract and license management. | ❌ Custom pricing might deter small businesses. |
✔️ Inventory and invoice processing. | ❌ Limited advanced analytics. |
✔️ Supplier management tools. | ❌ Lacks extensive automation features. |
Spendwise is designed for businesses needing robust contracts, licenses, and supplier management. Its inventory and invoice processing tools streamline operational workflows. The software also offers supplier management tools, making it a well-rounded solution for procurement.
Why We Chose Spendwise
Spendwise is a comprehensive procurement solution designed for businesses that need robust contract and supplier management capabilities. The software’s focus on contract and license management, combined with its inventory and invoice processing tools, offers a holistic solution for businesses managing a large number of suppliers. Spendwise stands out by simplifying the procurement process through its supplier management features, which help businesses maintain strong relationships with vendors. While its pricing may be a concern for smaller businesses, its powerful features make it an excellent choice for organizations that need more than basic procurement tools and require robust supplier oversight.
Key Features
Contract and license management.
Inventory and invoice processing.
Supplier management tools.
Integrations
Integrates with various accounting systems.
Pricing Details
Custom pricing based on user needs; contact for a quote.
Verdict
Spendwise is ideal for businesses focusing on contract and supplier management alongside procurement.
Learn More About Spendwise:
9. Beanworks
Best for businesses seeking invoice automation and detailed analytics.
Pros | Cons |
|---|---|
✔️ Purchase order creation. | ❌ Pricing may be too high for small businesses. |
✔️ Invoice automation and analytics. | ❌ Limited flexibility for customization. |
✔️ Detailed reporting capabilities. | ❌ Requires integration setup for advanced use. |
Beanworks specializes in automating purchase order creation and invoice processing, offering detailed reporting and analytics. This software is perfect for businesses looking to streamline financial operations with procurement workflows.
Why We Chose Beanworks
Beanworks excels as an invoice automation and reporting solution for businesses looking to streamline their financial operations. The platform’s purchase order creation, invoice automation, and detailed analytics are particularly valuable for organizations that need to manage large volumes of invoices efficiently. While its pricing may be on the higher end for small businesses, its automation capabilities significantly reduce manual effort, saving time and ensuring greater accuracy. Beanworks’ focus on detailed reporting and analytics provides businesses with the insights necessary to optimize procurement and financial workflows, making it an ideal choice for organizations seeking efficiency and transparency.
Key Features
Purchase order creation and invoice automation.
Detailed reporting and analytics capabilities.
Integrations
Integrates with various accounting systems, including QuickBooks.
Pricing Details
Pricing ranges from several hundred to several thousand dollars per year; contact for specifics.
Verdict
Beanworks is a strong choice for businesses prioritizing invoice automation and analytics.
Learn More About Beanworks:
10. SAP Ariba
Best for enterprises requiring global procurement capabilities.
Pros | Cons |
|---|---|
✔️ Comprehensive procurement tools. | ❌ Steep learning curve for new users. |
✔️ Advanced analytics and reporting. | ❌ High cost for smaller businesses. |
✔️ Extensive supplier network. | ❌ Requires significant implementation effort. |
SAP Ariba offers a comprehensive suite of procurement management tools, including sourcing, contract management, and analytics. Its integration with SAP ERP and access to a global supplier network makes it a preferred choice for large enterprises. The advanced reporting capabilities provide actionable insights to optimize procurement.
Why We Chose SAP Ariba
SAP Ariba is the go-to solution for large enterprises seeking a global procurement platform with comprehensive tools for sourcing, contract management, and advanced analytics. The platform’s deep integration with SAP ERP systems and its extensive supplier network gives enterprises unparalleled procurement capabilities, making it the best choice for businesses with complex procurement needs and global reach. Despite its steep learning curve and higher costs, SAP Ariba’s extensive suite of features offers a level of sophistication and scalability that is unmatched in the procurement space. For enterprises looking to manage procurement on a global scale, SAP Ariba delivers the tools needed to optimize every aspect of the process.
Key Features
Comprehensive procurement management tools.
Sourcing and contract management.
Advanced analytics and reporting capabilities.
Integrations
Integrates with various ERP systems, especially SAP products.
Pricing Details
Pricing varies widely; contact SAP Ariba for a personalized quote based on needs.
Verdict
SAP Ariba is ideal for enterprises seeking robust and scalable procurement solutions with global reach.
Learn More About SAP Ariba:
Why Trust Our Software Reviews: Our Methodology
We understand that selecting the right purchase order system for your business can be overwhelming, which is why our reviews focus on providing detailed, unbiased information to help you make an informed decision. Our methodology involves testing each order software based on key performance metrics such as efficiency, automation, and integrations with tools like QuickBooks Online.
We prioritize software that supports the full procurement process, ensuring it helps businesses create purchase orders, track inventory, manage suppliers, and handle purchase approvals smoothly. We also assess how well each system helps control spending and reduce costs by streamlining workflows and tracking spending patterns. Our reviews highlight systems that offer robust features like customizable workflows, seamless integration, and the ability to manage recurring orders and invoice tracking.
How to Choose Purchase Order Management Systems
When selecting a purchase order management system, it’s important to consider several factors to ensure it meets your company’s needs. First, evaluate the software’s ability to manage the entire procurement cycle, from purchase order creation to payment. The best systems offer customizable approval workflows, allowing businesses to tailor the approval process based on their specific needs.
A key consideration is supplier management—the software should provide the ability to manage vendor details, track inventory, and monitor spending. It’s also crucial to look for software that allows businesses to create and manage recurring orders, as this can help streamline operations. Integration capabilities with tools like QuickBooks Online and the ability to attach files like invoices and payment terms are also vital. Finally, choosing purchase order software that supports control spending and optimizes the purchasing process will lead to better financial management and budget control.
Final Thoughts: Choosing the Right Purchase Order Software for Your Small Business
Selecting the right purchase order software is a game-changer for small businesses aiming to streamline their procurement process. With the right tool, you can gain better control over items ordered, ensure that all necessary approvals are efficiently processed, and enjoy the key benefits of automation and cost management. As each business has unique needs depending on its industry, it’s essential to choose a solution that aligns with your specific requirements. Whether you’re looking for integration with existing tools or customizable approval workflows, the best purchase order software options highlighted in this article offer powerful features that will make managing your procurement processes easier and more effective.
