Easy to use, secure, Purchase Order Software customised for your business.

Yes. We provide remote user training via Microsoft Teams and key users have access to an online support portal where they can raise support tickets as needed.

Yes. Comprehensive documentation is available covering the full functionality of our purchase order software. You can access it here (link).

Our purchase order software is suitable for organisations of all sizes. It streamlines the purchase requisition process, improves efficiency, and saves time. Whether you are a small business or a larger organisation, the system can be configured to meet your specific size, structure, and requirements.

It is used across a wide range of sectors including manufacturing, construction, services, education, charities, and professional organisations.

Yes. Our purchase order software is not limited to the UK and can be used by businesses worldwide. The system is designed to support organisations operating across multiple regions and international locations. In fact we have a range of international clients.

Yes, the purchase order software allows you to raise purchase orders in multiple currencies. Exchange rates are updated regularly to reflect current values.

The cost of our PO system for small business consists of:

• A one-time system setup fee, which includes standard configuration and any agreed customisation.
• An annual support charge, which includes allocated support hours.
• A monthly user license fee for ongoing system access.

This structure ensures you only pay for the users and functionality you require. For a tailored quotation based on your business needs, please contact our team.

We offer a range of contract terms to suit different business requirements. Organisations can choose the option that best aligns with their operational and budgetary needs.

Longer-term arrangements provide the added benefit of locking in pricing for the duration of the contract, offering cost certainty and protection against future price increases.

Full terms, including notice periods, renewal arrangements, and data export options, are confirmed as part of your individual agreement.

Our PO software uses a concurrent user licensing model. This allows multiple users to access the system at the same time, provided the number of active users does not exceed the number of concurrent licenses purchased.

Unlike individual seat licensing, concurrent user licensing ensures you are not paying for licenses assigned to users who are not actively using the PO software, making it a cost-effective option for UK businesses.

Yes. As your business evolves, your purchase order software may need to adapt. We support ongoing enhancements after go-live to ensure the system continues to meet your requirements.

Each system includes a bank of support hours that can be used for minor adjustments to the existing setup. For more significant changes, we provide a clear development quotation in advance, outlining scope, costs, testing, and deployment under our formal Change Management process.

Our cloud based purchase order software is not provided as a standalone mobile app. However, it is fully web-based and works effectively on smartphones and tablets, automatically adjusting to smaller screen sizes.

Mobile access is commonly used for approving purchase orders and invoices. For creating purchase orders, we recommend using a tablet device (7 inches or larger) or a laptop/desktop for the best user experience.

Yes. Our purchase order software has been developed in-house from the ground up, allowing us to support a high level of customisation to meet specific business requirements.

Additional customisation may affect the initial setup fee and ongoing support charges. All changes are fully scoped, documented, and approved in advance through our formal process.

We also deliver fully bespoke software solutions for clients who require a tailored system built on the same underlying framework.

Setting up a user friendly purchase order management system starts with involving key users early in the process. Engaging stakeholders from different departments helps ensure the system reflects real-world workflows and practical requirements.

Early involvement also encourages feedback during the design stage, improves usability, and increases staff engagement and adoption across the business.

Implementation Playbook

Once the specification stage is complete with all customised features, functionality, and costs agreed and signed off, delivery of a test system typically takes around two weeks.

Clients are then given approximately two weeks to complete user acceptance testing to confirm the system meets the agreed specification. Following final approval, the live online purchasing software can usually be deployed within 2 working days.

Implementation Playbook

Training for our purchase order software is primarily delivered through video content available to all users within the system’s Help section.

As part of the standard package, we record the test system handover session, demonstrating each client’s specific features and functionality using test data. This recording, along with generic administration training videos is added to the Help section at go-live.

Where applicable, workflow diagrams outlining approval processes are also provided within the Help area to support user adoption.

Yes. Each user is presented with a personalised dashboard when logging into the purchase order system, based on their assigned roles and permissions.

The dashboard typically includes graphical and tabular summaries such as outstanding tasks and Purchase Orders by type, with direct access to relevant items. Budget information is also displayed, including allocated, committed, and remaining values, as well as budgets on watch or nearing expiry.

Power users and finance users can access system-wide dashboard views for broader visibility and reporting.

Our cloud based purchase order system is hosted on Azure UK infrastructure within the Azure UK South region, with data backed up to the Acronis UK Cloud for resilience and reliability. If you would like more information about our hosting platform or have specific data hosting requirements, please speak to one of our UK based purchase order software specialists on our freephone 0800 840 3336.

Yes. All of our purchase order systems are hosted on our private UK cloud, powered by Azure based infrastructure and managed by our specialist teams.

Because the system is fully cloud-based, authorised users can securely access the purchase order software from desktop, tablet, or mobile devices, making it ideal for remote working and mobile approvals.

Clients may also choose to have the system deployed on their own private cloue or on-premise environment. In these cases, our experts can install, manage, and support the system with secure remote access.

Yes. Our purchase order software and purchase to pay system allow administrators to create and manage multiple companies within a single platform, including branches and departments.

Each company can operate with its own approval workflows, budgets, and branded purchase order templates, making the system suitable for growing organisations and group structures.

Yes. Approved and issued purchase orders can be exported from the purchase order software. Within the purchase to pay system, matched and approved supplier invoices and credit notes can also be exported.

Data is provided in CSV format and can be configured to match the import requiremetns of accounting systems such as Sage, Xero, and QuickBooks, ensuring accurate and efficient data transfer while reducing manual keying.

We also offer direct automated API integrations with finance systems, designed around your specific operational and reporting requirements.

Yes. Each line on a digital purchase order can be assigned to a different budget, allowing spend to be accurately allocated across departments, projects, or cost centres.

Budgets can also be linked to specific nominal codes or cost centres. This ensures accurate financial allocation while keeping the process simple for users, who do not need detailed accounting knowledge.

Budgets can also be tracked on a monthly basis with figures set for each spend calendar or fiscal month.

Our electronic purchase order software includes a full goods receipting function.

The system supports partial, full, or bulk receipting against open purchase orders by supplier. It automatically identifies open PO lines available for receipting and closes purchase orders once they are fully received.

Physical delivery notes can be uploaded where available, and an internal receipting function is provided where no supplier paperwork exists.

System administrators can add new users and assign defined roles and permissions within the purchase order system.

User profiles can also be updated at any time to reflect changes in roles, responsibilities, or approval authority, ensuring access remains accurate and secure.

Our support team can also assist with bulk changes or provide guidance before changes are deployed.

Yes. We will initially import your existing supplier data using a structured template. After go-live, authorised users can add new suppliers, delivery addresses, and invoice addresses directly within the system.

Supplier specific terms and conditions can also be configured and automatically included on purchase orders issued to suppliers. PO system admin users have full control over all data points within the system.

Once a purchase order has completed the approval workflow, the system automatically generates a PDF version and emails it directly to the nominated supplier contact or multiple supplier contacts (if required).

The purchase order creator and selected internal contacts can also receive a copy for reference, ensuring full visibility and audit control.

No. There are no fixed limits on approval workflow stages.

Approval workflows are configured to suit your organisation’s structure and policies. They are typically based on company rules such as department, budget, or value thresholds, with additional user based and supplier based rules applied where required.

Yes. A single purchase order can include as many line items as required, allowing users to raise detailed and fully itemised orders.

As the system is web based, users can copy and paste line details from other sources. Price list search and PO line import features are also available to improve speed and accuracy when creating purchase orders.

Yes. Our Supplier Price module allows clients to import and manage supplier price lists within the system, ensuring product codes, descriptions, and pricing remain accurate and up-to-date.

Users simply enter quantities at line level, which speeds up the purchase order process and reduces pricing errors. Individual prices can be updated as needed, and new supplier price lists can replace existing ones to maintain current contract pricing.

The supplier price list module also provides control functions, such as only allowing PO creators to order from the list without changing prices and can enforce minimum order quantities for bulk pricing.

The purchase order software supports multiple purchase order types within the same platform, including company, department, and project based purchase orders.

Many clients use a combination of categories, for example Company Purchase Orders for general items such as stationery, alongside Departmental or Project based purchase orders with their own budgets and nominal codes. This structure provides flexibility while maintaining financial control and auditability.

Yes. In the full purchase order and supplier invoice solution, often referred to as a Purchase-to-Pay (P2P) system, supplier invoices and credit notes can be uploaded and matched directly to issued purchase orders or invoices.

Invoices and supporting documents are typically received as electronic files such as PDFs, although paper invoices can also be scanned and uploaded where required. Documents are indexed within the system, allowing relevant metadata to be applied for accurate matching and reporting.

Invoices can be processed centrally by finance teams or routed back to the purchase order creator if queries arise, supporting efficient invoice management and control.

We also have available automatic invoice recognition using AI powered form recognition for organisations that process a large volume of invoices or organisations that need to improve efficiency within this function.

The purchase order software includes a fully integrated Budget Control module.

Company, departmental, or project budgets can be set on a periodic basis, allowing authorised users to raise purchase orders up to the available budget balance. If a purchase order exceeds the remaining funds, the system prevents submission and redirects the user to the system administrator for review.

As purchase orders are raised and approved, committed spend is updated in real-time, providing finance teams and budget holders with instant visibility of allocated, committed,and remaining budget balances.

Budgets can also include time-based cut-offs for additional financial control. At any time, budget usage and remaining balances can be viewed through saved searches and management reports.

Budgets can also be set on a monthly basis with specific figures defined for spend or fiscal months.

The standard purchasing order software includes 20GB of document storage, which typically equates to approximately 250,000 stored documents.

Additional storage can be added in 1GB increments for a small monthly fee. Even in larger client implementations, the initial storage allocation has proven sufficient in most cases.

Our cloud-based purchase order software uses SSL certification for each client, ensuring all communication between the user’s browser and our servers is fully encrypted.

Each client operates within a dedicated database instance to ensure complete data isolation. All stored documents are encrypted to AES 256-bit standards, providing a high level of data protection and security.

Secure access is available from office, home, or remote locations via standard internet connections.

Yes. Clients may choose to host the purchase order and invoice approval system within their own infrastructure.

In these cases, responsibility for server management, backups, and ongoing maintenance remains with the client. Additional installation and support costs may apply depending on system size and number of users.

Support is provided during the working week via a dedicated online support portal managed by our UK support team.

Nominated users can log support requests, submit screenshots, request system changes, and view account and invoice details. Each system includes a bank of support hours, with genuine PO software faults excluded from support bank usage.

Cloud based purchase order software allows users to securely access the system at any time, from any location, using an internet connection.

Delivered as a Software as a Service (SaaS) solution, it removes the need for IT teams to install, manage, or maintain hardware and software. System updates, maintenance, and security patches are handled automatically.

Because the system operates in real-time, all users work with up-to-date and accurate information. This improves visibility across purchasing activity, reduces errors, and ensures greater consistency and control.

There are other products in the Cloud B2B portfolio including Contracts Management and HR Online. We also offer fully bespoke solutions to cover a wide range of business requirements.

For more information on these, please return to our homepage. Our sister company also provides Physical Document Storage services.

When evaluating purchase order software, UK businesses should look for features that improve financial control, reduce manual administration, and support future growth.

Key areas to assess include:

• Multi-user approval workflows
• Budget control and spend tracking
• Supplier invoice matching
• Audit trails and reporting
• Integration with accounting software such as Sage, Xero, and QuickBooks
• Cloud-based access and mobile approvals
• Security, compliance, and UK data hosting

The best purchase order systems shuould also be simple for non-finance users while still providing strong financial governance and approval control.

Yes. The purchase order software includes a range of controls designed to prevent unauthorised spending before costs are committed.

Approval workflows can be configured by department, budget, project, supplier, or spend threshold, ensuring purchase orders are automatically routed to the correct approvers.

Budget controls can restrict users from submitting purchase orders that exceed available funds, while full audit trails provide visibility of every approvval decision and action taken within the system.

Yes. The system allows organisations to allocate budgets by company, department, project, cost centre, or nominal code.

As purchase orders are raised and approved, committed spend is updated in real-time, giving finance teams and budget holders instant visibility of allocated, committed, and remaining budget balances.

This makes the system particularly useful for organisations that need tighter financial control without creating additional complexity for non-finance users.

Yes. The purchase order software is widely used by organisations in sectors such as manufacturing, construction, engineering, logistics, and facilities management.

This system supports project-based purchasing, departmental budgets, supplier price lists, goods receipting, and multi-stage approval workflows, making it suitable for organisations managing operational spend across multiple teams or projects.

Project and job-based purchase orders can also be tracked independently to provide accurate cost visibility and reporting.

Yes. Because the purchase order software is fully cloud-based, authorised users can review and approve purchase orders securely from desktop, tablet, or mobile devices.

This helps reduce delays in the approval process and ensures purchasing activity can continue even when managers or approvrs are working remotely or travelling.

UK organisations choose Cloud B2B because the software combines strong financial controls with a simple and practical user experience.

The system is designed for organisations that require:

• Multi-user approval workflows
• Real-time budget control
• Cloud based access
• Supplier invoice matching
• Integration with finance systems
• UK based hosting and support

Typical outcomes include improved spend visibility, reduced manual administration, faster approvals, and better compliance with purchasing procedures.

When comparing purchase order software vendors, it is important to assess not only system functionality but also the quality of implementation, support, and long-term scalability.

Common questions include:

• How flexible are the approval workflows?
• Does the system include budget controls and audit trails?
• Can the software integrate with our accounting package?
• What onboarding and training is included?
• Where is the data hosted?
• What support options are available after go-live?
• Call the system scale as our organisation grows?

Understanding these areas early can help ensure the purchase order solution aligns with your operational and financial requirements.