When teams use spreadsheets or inboxes, invoice handling can be overwhelming. A procure-to-pay management tool relieves the pressure. This software automatically reads the invoice, compares it with the PO and goods receipt, and sends it to the right people. After approval, payment moves forward without manual chasing.
Discover what procure-to-pay software does, how they fit alongside source-to-pay software, and why a modern tech stack is essential for scaling teams.
What’s procure-to-pay software?
Procure-to-pay (P2P) software brings the full request-to-payment flow into a single system. It connects procurement and accounts payable (AP) platforms to centralise your finances. P2P platforms often include automated order creation, invoice management, and payment processing.
These tools let purchasing teams and finance collaborate on the same hub instead of juggling different tools and dozens of emails. When everything runs through one workflow, it’s easier to see upcoming spending, follow approval paths, and organise.
Many teams look for a P2P system once daily finance management task lists start growing. This automation handles repetitive actions that usually absorb the most time, which lets teams work faster without losing control.
4 key stages of the P2P process
The procurement process↗ follows a simple pattern: An employee or department requests something, a manager approves it, and the supplier delivers it. Once everything lines up, finance pays the invoice. Here are the usual steps and how automation helps teams follow policy.
1. Purchase requisition
A purchase requisition kicks things off. Someone submits a request with the information an approver needs, like the necessary item and its cost. When teams use email or chat threads, these requests often get buried under other messages. With automation, the request goes straight to the right person, and everyone can see where it stands.
2. Purchase order creation
After approval, the team generates a purchase order↗ (PO). This gives finance a clear look at projected expenses before committing so they understand pricing, quantities, and timing. A clear PO aligns expectations between teams and accelerates invoice matching later on.
3. Goods receipt
Once the supplier delivers the order, the receiving team checks it against the PO and the receipt to see whether it’s complete, partial, or inaccurate. Automation stores the details so finance has a clean record of the entire chain.
4. Invoice processing and payment
AP receives an invoice from the supplier, then compares it to the PO and receipt. If everything lines up, the team processes the payment. If there are discrepancies, AP puts the order on hold and flags the issue for the appropriate team.
Procure to pay vs. source to pay
Procure to pay and source to pay↗ (S2P) cover different parts of the spending cycle. S2P software focuses on the earlier stages of purchasing, like finding suppliers and managing contracts. P2P centers on the operational flow: purchasing and receiving goods, approving invoices, and paying vendors.
Growing teams may invest in P2P software first because it manages small yet critical day-to-day duties that slow them down. Solving issues like missing approvals and unclear commitments often shows immediate results. On the other hand, S2P platforms provide strategic control over supplier management and relationships, which typically benefits larger companies. While SMBs can use these features, they usually aren’t a priority compared to fundamentals.
Why scaling companies need P2P software
Growing companies usually feel the pressure of more requests, suppliers, and invoices before they think about building an automated procurement process. Prioritising P2P as you scale helps you maintain your budget and move forward confidently. Here are the most common problems solved by procure-to-pay technology and the benefits of a connected workflow.
Common problems solved by P2P automation
Leaders often run into similar challenges as their companies grow:
- Invoices double up due to complex, scaling workflows.
- Budgets fall out of sync because approvals happen in different places.
- Suppliers wait longer for payments due to delays.
- Approval chains get messy when there isn’t a single system that shows who approved what.
P2P automation lightens that load. It automatically receives invoices, sends requests through the right approval path, and matches documents to make your month-end smooth and stress free.
Benefits of an integrated procure-to-pay system
Integrated procurement tools centralise your workflow and give everyone a clearer picture of the spending process. Controllers see approved spending before it affects the budget. Approvers get requests with the right context. And accounting works with cleaner records that match what they expect.
This integrated hub supports tighter reviews, faster turnaround times, and smoother collaboration across teams. It helps companies strengthen internal controls because everything lives in one place. Some teams pair this with a shift toward a paperless AP process↗ since both changes support wider visibility.
5 top P2P software solutions
Here are 5 of the strongest procurement management tools↗ and their top features.
1. Coupa
Coupa offers tools covering procurement, supplier collaboration, and contracts. Enterprises might choose it for its number of features, while midsize teams may find the setup too involved.
2. SAP Ariba
SAP Ariba supports sourcing, procurement, and invoicing. It’s common with larger enterprises, particularly companies that already use SAP for resource planning.
3. Jaggaer
Jaggaer offers purchasing, supplier management, and supply chain needs. Teams with more complex supplier relationships may opt for it due to its depth.
4. Zapro
Zapro focuses on invoice automation, requisitions, and approvals. It reduces small manual tasks and automatically handles payments. While some SMBs adopt it, it may be too in-depth for others because of its enterprise-level features.
5. Ivalua
Ivalua offers sourcing, contracting, and procurement workflows. It’s a customisable, end-to-end system, but it almost exclusively supports large companies with hundreds of employees and complex resource needs.
How Moss complements P2P systems
Moss is a spend management platform that teams can use alongside their P2P software. It lets you manage requests, approvals, invoicing and payments in one place. Moss helps automate AP and procurement, from invoice capture and data extraction, to routing and approval, while keeping full approval histories and documentation for audit-ready records.
It brings purchasing and payments together so controllers can follow budgets in real time and understand committed spending throughout its lifecycle.
From request to payment: Moss in action
Napo↗, a pet insurance company in the U.K., reached a point where their complex tech stacks made everyday expenses a challenge. Teams spent unnecessary time collecting receipts and answering simple policy questions due to a scattered process. Approvals also moved through different channels, which made it tough for finance to see what had already been committed.
After moving to Moss, Napo unified their process into one system. The team now uses cards with clear limits and a simple approval flow, giving finance full visibility over spend. This streamlined setup helps Napo stay on top of transactions and minimise process questions, contributing to a documented saving of around 4.5 admin days per year. With Moss, they have a transparent view of their spending and efficiency across the company, letting them focus on supporting pet owners instead of monitoring multiple tools.
After moving to Moss, Napo unified their process into one system. The team now uses cards with clear limits and a simple approval flow, giving finance full visibility over spend. This streamlined setup helps Napo stay on top of transactions and minimise process questions, contributing to a documented saving of around 4.5 admin days per year.
Optimize your approach with spend management
Scaling companies rely on clarity to move quickly without losing control. Procure-to-pay solutions help teams follow policies, keep budgets aligned↗, and move invoices faster. This structure helps you manage each transaction and ensures nothing slips through the cracks. If you’re looking to boost your P2P process, check out Moss.
Moss is a flexible, easy-to-implement platform with detailed functionality. Combine it with your P2P tools to maintain control with less manual work. You can manage spend↗ with virtual cards↗, purchase requests and invoices in one place, and track spend with clear, structured visibility. Moss automates key steps like data capture, routing and exports, while your team keeps control of approvals and checks.
Accelerate and clarify your procurement process with Moss↗.
