Paying supplier invoices without checking them against what was ordered and what actually arrived is how short deliveries, duplicate invoices and price increases slip through unnoticed.
Our supplier and purchase order service keeps your purchasing controlled, from the approval of an order to the payment run, while the final authorisation always stays with you.
Fewer errors. Fewer surprises. Full control over every payment.
What We Take Off Your Desk
Three-Way Matching
Every invoice is three-way matched before you’re asked to pay it.
Purchase orders are matched to delivery notes and supplier invoices, line by line.
Before the payment run, we flag:
- Short deliveries
- Duplicate invoices
- Price differences
- Invoices without a matching order
You only pay for what you ordered and received.
Supplier Queries
Problems should be resolved when they happen, not at month-end.
Queries are raised with the supplier during the month, as soon as a discrepancy is picked up, and followed through until they’re resolved.
Payment Runs
Your payment run, assembled, reconciled and ready for your sign-off.
Payments are loaded onto your online banking platform, batched and ready to go.
We load. You release.
The authorisation stays entirely yours. We never release payments on your behalf.
Purchase Approvals
Spending should be approved before an order goes out, not after the invoice arrives.
We set up and run a simple purchase approval process, routing each request to the right person for sign-off before an order is placed.
The goal is simple: nothing gets bought without approval.
Supplier Records
A new supplier shouldn’t hold up a purchase.
Your supplier list is kept current, including:
- Contact details
- Verified banking details
- Supplier documents on file
- Payment terms
Recurring Orders & Subscriptions
Recurring orders and subscriptions are tracked, so nothing renews, increases or lapses without you knowing.
Supplier Costs Matched to Client Invoices
Available when combined with our Quotes, Invoicing & Debtors.
What you buy for a client should end up on that client’s invoice.
Supplier bills are matched against your client invoices, so everything bought for a client is billed through to them. We flag:
- Supplier costs that haven’t been invoiced to a client
- Items invoiced at the wrong quantity or price
- Client jobs closed before all supplier costs have come in
No cost left unbilled. No margin quietly lost.
We Work Within Your Existing Process
This isn’t about adding red tape to your business.
The service is built around your existing systems, banking platform, approval limits and suppliers. If a different system could serve you better, we can recommend one that fits your business.
Over time, we’ll become familiar with your regular suppliers and ordering patterns, making it easier to spot when something doesn’t look right.
The result?
You spend less time:
Checking → Matching → Querying → Capturing → Loading
And more time:
Approving → Negotiating → Planning → Building
Built For Businesses That Buy Regularly
Supplier and purchase order management is particularly useful for:
- Wholesalers and distributors
- Retailers
- Manufacturers
- Construction and trades businesses
- Hospitality businesses
- Any business with multiple suppliers or regular stock orders
If you’re signing off payments without being certain they’re correct, this service is designed to give you that certainty.
Every Rand Out Should Be Checked First
You shouldn’t have to check every delivery note yourself to know you’re paying the right amount.
Let the matching, querying and preparation be handled systematically, while you keep full control of every payment that leaves your account.
Ready to tighten up your purchasing?
Let’s build a purchasing process that protects your cash.