Purchase & Sales Automation
Create, approve, and track purchase orders across your entire business with Access Purchase Order Management software. Reduce maverick spending and gain full financial visibility before any payments are made.
Access purchase order management software makes managing the spend process simpler and smarter. Our purchase order software enables your team to raise purchase requests and verify receipt. Our invoice and purchase order software speeds up the approval process, lets you stay in control of purchases, automates admin, and gains spend visibility.
Create and raise POs
Raise purchase orders for products and services via browser or mobile app. Access PO system recognises your suppliers' items and auto-populates details from their catalogue, so your team can submit POs in a few clicks with no manual data entry.
Approval workflows
All POs are automatically routed to the right approver. Mobile app and email notifications let approvers review and approve on the go, keeping the process moving without chasing.
Enhanced checks
The system verifies accuracy and detects duplicates, and automatically matches invoices to the relevant purchase order and GRN. Any discrepancies are flagged before they reach payment.
Supplier order acknowledgement
Once approved, Access PO software sends the PO directly to your supplier's email address. Suppliers can accept with a single click, and you'll see the status update instantly — no need to follow up separately.
Goods received notes (GRN)
Keep track of received and outstanding stock by marking off individual line items as they arrive, including across multiple deliveries. Attach a digital copy of your delivery docket to the PO for a clean audit trail.
3-way matching
The system automatically matches line items from your purchase order, GRN, and supplier invoice. Any discrepancies are flagged immediately, so you can investigate before approving payment, not after.
Document storage
Store supplier agreements, delivery dockets, and purchase history against transactions. Everything is searchable and retrievable from the archive for analysis and auditing.
User permissions
Control who can raise and view purchase orders. Restrict visibility so team members only see the POs they create, giving you tighter spend governance without added complexity.
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Define exactly which team members can raise purchase orders, so nothing gets ordered outside of your approved process.
Set up approval workflows to ensure the right person signs off every PO, keeping spend within authorised limits.
The software matches every invoice against the original PO and GRN line by line, flagging discrepancies before payment is approved.
The PO software compares invoice prices to your agreed supplier pricing, so you only pay for what you agreed.
Get a record of every action, automatically timestamped, from who raised the PO to who approved, to stay audit-ready.
It makes our Purchase Ledger Admin's job considerably easier and saves time. Invoice approvals have reduced from 2 weeks to just 1 day.
Purchase order automation software digitises the process of creating, approving, and tracking purchase orders, replacing manual steps such as spreadsheet-based PO creation and email-based approval chains with automated workflows.
Our article What is purchase order software explains in more depth what it is, as well as who uses it, why your organisation needs it and what to consider when buying one.
With Access software, you can create and send purchase orders online. Our solution allows you to keep track of your orders and deliveries. It can also ensure that the right information reaches your suppliers and provide accurate documentation of what has been ordered. Automation is key with purchase order software, as it automatically compares the purchase order to the goods received and the supplier invoice. If something doesn’t match, it is immediately flagged.
Yes. The system allows you to configure approval workflows with multiple approvers, set spend thresholds, and route POs to the right person based on department, supplier, or value. This gives finance leaders control over who can commit to spending and ensures nothing is approved outside of policy.
Maverick spending occurs when purchases are made outside approved processes, often through informal channels or without a PO being raised. By requiring all purchases to go through a structured approval workflow before an order is placed, the Access PO software ensures spend is authorised, documented, and visible to finance teams before any commitment is made.
The platform is built on enterprise-grade infrastructure with data encryption, role-based access controls, and audit trails for every action taken within the platform. As part of The Access Group, it adheres to rigorous security and compliance standards, giving your finance team confidence that sensitive financial data is protected.
Yes, the software is designed to be accessible for businesses of all sizes, with a straightforward onboarding process and workflows that can be as simple or as detailed as your business requires. It's easy to set up, intuitive to use, and gives you clear control over spending from day one.
Explore the other solutions in our cloud-based financial management software and how they could benefit your organisation. Access everything within one finance system.
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