Simple, secure,Order Management Systemcustomised for your business.

A flexible order management software solution and online ordering system.

Trusted by a range of clients and businesses

Order Management System and Purchasing Control Software

Our order management system helps organisations manage the complete purchasing process from requisition and approval through to order creation, supplier communication, goods receipting, invoice matching and reporting. Designed for businesses of all sizes, this online ordering system provides clear visibility of purchasing activity, supplier performance, budgets, committed spend and order status.

Whether you need a straightforward order management system or a more advanced customised workflow platform, Cloud B2B can provide a secure and scalable solution configured around your internal processes. For organisations that need more specific purchasing controls, the platform also works as a fully configurable purchase order system. The software includes powerful purchase order management software functionality, helping your organisation control spend, reduce manual administration and improve purchasing accuracy.

Order Management System Key Features

Order Processing & Lifecycle Management

Create and manage orders using order management workflows.
Manage supplier contacts with custom notes for accurate order processing.
Attach documents and email approved orders directly to suppliers.
Maintain a full audit trail of order management activity and changes.

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Order Workflow Management

Control approvals for requisitions, orders, invoices and budgets.
Approve, reject or cancel orders quickly through a clear workflow.
Match order management workflows to your company approval structure.
Set limits and rules for improved purchasing and spending control.

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Order and Budget Control

Set budgets for projects, departments or company purchases.
Control access based on each user's role and purchasing authority.
Allow budget changes by system administrators only.
Define monthly or annual limits for complete order management oversight.

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Goods Receipting

Receipt goods directly against approved orders.
Show only open order lines ready for receipting.
Support full or partial receipts with added comments.
Use line-by-line or bulk receipting for flexible order management.

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Order Searching & Reporting

View orders and invoices by status.
Run detailed order management reports on orders, invoices, suppliers, budgets and purchasing activity.
Export order management data as CSV, Excel, or PDF.
Create clear reports tailored to your operational requirements.

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Powerful Administrative Controls

Manage users with built-in admin tools and out-of-office settings.
Set approval rules, including shared workflow groups.
Control order management workflows from setup through administration.
Manage cost centres, nominal codes and accounting codes.

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Accounts System Data Exports

Export order management system metadata in CSV format.
Send approved invoices and credit notes to your accounts system.
Match exports to Sage, Xero, or QuickBooks.
Use optional API links for full automation.

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Future-proof With System Scalability

Start with an order management system and add features over time.
Expand functionality as your business and requirements grow.
Customise the system to suit changing business needs.
Optional AI invoice processing available for automation.

What is an Order Management System?

Order management software is a digital purchase order system used to control how business purchases are requested, approved, created, tracked, received and reported on. Instead of relying on spreadsheets, emails or paper-based approval processes, businesses can use one central platform to manage purchasing activity and maintain a clear record of every order.

Cloud B2B's order management system includes purchase order management software features such as approval workflows, budget controls, supplier management, document attachments, goods receipting, invoice matching and reporting. These features are also available within our wider purchase order software, helping teams control approvals, budgets, suppliers and spend. This helps organisations improve control, reduce errors and maintain better visibility of spend across departments, projects, locations and suppliers.

Helping Our Customers Manage Procurement at Scale

£436M +

Budget Transactions

742K +

Purchase Order Lines

469K +

Workflow Tasks

56K +

Supplier Accounts

86K +

Delivery Notes

Combined figures processed through all Cloud B2B customer purchase order systems.

What are the Benefits of an Order Management System?

Streamlined order management software for better purchasing control

Streamlined for better control

Our order management system helps your organisation save time while improving procurement accuracy and control. Suppliers receive clear purchasing information including quantities, pricing, delivery locations and dates, helping reduce errors, duplication and unnecessary delays while keeping purchasing costs under control.

Real-time purchasing visibility

Monitor spending and purchasing activity in real-time with a customisable dashboard. View user tasks by status, order progress, budget spend, goods receipting and supplier activity from one central location. In the supplier invoice version, track invoice status against orders for complete purchasing visibility.

Prevent uncontrolled spending

Our order management system includes integrated budget controls linked to your approval workflows. This helps prevent unnecessary purchasing and improves spending control across the organisation. Budgets update automatically, giving users clear visibility of available funds before creating an order.

The Order Management Process

Order management software provides a structured process for managing purchasing activity from the initial request through to final reporting. By automating each stage of the workflow, organisations can improve purchasing control, reduce manual administration and maintain complete visibility of spend across departments, projects and suppliers.

1. Order Request Creation

Users create a new order request, selecting suppliers, products or services, delivery requirements and supporting information required for approval.

2. Approval Workflow

Orders are automatically routed through the appropriate approval workflow based on company rules, budgets, departments, projects or spending thresholds.

3. Order Generation

Once approved, the system generates a formal order document, ensuring all required information is included and providing a complete audit trail of approvals and changes.

4. Supplier Communication

Approved orders can be emailed directly to suppliers, reducing delays and ensuring suppliers receive accurate purchasing information and delivery instructions.

5. Goods Receipting

Delivered goods or services can be receipted against the order, allowing users to track outstanding items and maintain accurate purchasing records.

6. Invoice Matching

Supplier invoices can be matched against approved orders and goods receipts, helping finance teams validate costs and identify discrepancies before payment.

7. Reporting and Analysis

Reporting tools provide visibility of purchasing activity, supplier performance, budgets, committed spend and order history, supporting better business decisions.

By managing the complete purchasing lifecycle within a single platform, order management software helps organisations improve efficiency, strengthen financial control and create a consistent purchasing process across the business.

Watch and learn the benefits one of our clients has found using our order management system

If you want to work with a team who are innovative, dedicated and listen to your needs then you should talk to Cloud B2B, I'm glad we did.
— Dan Richards, Bimson Haulage

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Included with All Order Management Software Solutions

Budget Control and Visibility

Maintain budget control for company, department and project purchasing.
View allocated, committed and remaining budgets when raising purchase requisitions.
Set budgets by company, department or project with flexible fiscal options available.

Flexible Approval Workflows

Simple interface designed for users at every level.
Create approval workflows for orders, purchases and invoices.
Access the online ordering system from any location, 24/7.

Advanced Searching and Reporting

Clear and configurable reporting across all order management system data.
Import supplier price lists with product searching and pricing visibility.
Allocate nominal codes and cost centres accurately across all purchases.
Export approved invoices and credit notes into your accounts system.

Secure and Flexible Purchasing Software

Cloud-based order management system that is hosted in a secure data centre.
Control data access with configurable user roles and permissions.
Use the order management system across any device.
Monitor supplier performance with built-in audit and review tools.
Scalable for growing businesses with support for future expansion.

System Visibility and Notifications

Dashboard views provide clear visibility of purchasing activity and order status.
Tasks, updates and actions are emailed to users, including daily reminders.

System Administrator and User Control

Manage users, roles and account status through comprehensive admin controls.
Includes out-of-office settings and task reassignment for workflow continuity.

Supplier and Document Management

Manage suppliers with performance ratings and detailed reporting tools.
Protect system access with multi-level security and multi-factor authentication.
Attach quotations, drawings and supporting documents to orders.

Support and System Maintenance

Access UK-based technical support through a secure online support portal.
Nominate up to three key users with portal access and update them when required.
View order management system account and billing information online.

Secure UK Data Storage

Systems hosted on our secure private cloud using Azure UK infrastructure.
Secure access provided through SSL encrypted connections.
Automatic additional backup to the Acronis platform for resilience.

Access Anywhere

Access the full, web-based software from any internet enabled device, including smartphones and tablets.
No equipment or software installations needed, allowing for quick and simple implementation.

Concurrent User Licensing

More cost effective than assigning individual licenses, helping reduce costs as staff change.
Licenses are shared across users based on active sessions, giving greater flexibility for your business.

Full UK Support

Cloud B2B delivers UK-based support through a secure web portal.
Dedicated support access is provided for your power users.
Use the portal to view account details and billing information.

A selection of our clients

Who Uses Order Management Software?

Order management software is used by organisations that need better control over purchasing activity, approvals, budgets, suppliers and reporting. It is particularly useful where multiple teams, departments, sites or projects are involved in the buying process.

Finance Teams

Monitor committed spend, budgets and supplier invoice activity.
Improve visibility of purchasing data before costs reach the accounts system.
Reduce manual checking with structured order, receipting and invoice workflows.

Procurement Teams

Manage suppliers, order requests, approvals and purchasing records from one system.
Improve consistency across the order management process.
Use reporting tools to review supplier performance and purchasing activity.

Operations Managers

Track orders, deliveries, outstanding items and supplier activity.
Give teams a clear process for requesting and approving business purchases.
Maintain control across day-to-day operational spending.

Project Managers

Manage project-based purchasing against defined budgets.
Track committed spend before costs are fully invoiced.
Maintain clear order history for project reporting and cost control.

Department Budget Holders

Review order requests before spend is committed.
Check available budget before approving purchases.
Maintain visibility of departmental purchasing activity.

Multi-site Organisations

Standardise purchasing processes across different sites, branches or companies.
Control approvals, budgets and suppliers while retaining local visibility.
Support consistent reporting across the wider organisation.

By giving each team the right level of access and visibility, an order management system helps organisations maintain purchasing control without slowing down everyday business activity.

Tailored Order Management Software for Any Industry

Transport & Logistics

Councils & Authorities

Explore Our Order Management Software Features and Capabilities

See and discuss these and many more functions that our order management system, online ordering system and wider purchase order software can offer with a free remote demonstration, which we record so you can share with colleagues.

Explore the capabilities of the Order Management System

Watch Our Demo Videos

Follow the full purchasing workflow from creating an order through approvals, budget control, goods receipting, reporting and administration.

Video 1 of 6

Compare Our Purchase Order Software Packages

Essential PO

A simple, ready-to-use PO system for businesses that need better purchasing control without unnecessary complexity.

From£100/ month

Essential PO Includes:

Purchase Order Management
Basic Approval Workflows
Core Supplier Management
Entry-level Searches & Reports
Single Company Structure

System Delivery Timescale:
1 Business Day (Mon - Fri)

Full PO

A comprehensive PO system for organisations that need greater control over approvals, budgets, suppliers and purchasing.

From£125/ month

Everything in Essential PO plus:

Unlimited Company Structure
Budget Control & Goods Receipting
Configurable Approval Workflows
Supplier Price Lists
Configurable Reporting Suite

System Delivery Timescale:
1 Business Day (Mon - Fri)

PO & Invoice Approval

End-to-end purchasing and invoice approval for organisations that want tighter financial control and streamlined processing.

From£150/ month

Everything in Full PO plus:

Invoice Approval Workflows
Optional AI Invoice processing
Data export for Accounting Packages

System Delivery Timescale:
1 Business Day (Mon - Fri)

Customised & Tailored

A bespoke PO solution developed around your organisation, workflows, integrations and specific business requirements.

From£250/ month

A customised solution:

Customised to your exact business requirements
Tailored approval workflows
Custom integrations with accounting software (API Integration)
An in-depth specification meeting
Custom training videos

	Essential PO	Full PO	PO & Invoice Approval	Customised & Tailored
Companies	1	Unlimited	Unlimited	Unlimited
Multi-currency support	Not included	Included	Included	Included
Purchase Order Management
Create & manage purchase orders	Included	Included	Included	Included
Supporting document attachments	Included	Included	Included	Included
Budget & accounting code allocation	Not included	Optional	Optional	Optional
Automatic approved PO emails	Included	Included	Included	Included
Complete purchase order audit trail	Included	Included	Included	Included
Bulk purchase order line imports	Not included	Included	Included	Included
Approval Workflows
Purchase order approval workflows	Basic	Configurable	Configurable	Tailored
Invoice approval workflows	Not included	Not included	Configurable	Tailored
Value based approval limits & rules	Not included	Included	Included	Included
Supplier based approval limits & rules	Not included	Included	Included	Included
Shared approval workflow groups	Not included	Included	Included	Included
Out-of-office task reassignment	Not included	Included	Included	Included
Budget Control & Spend Visibility
Budget enforcement control	Not included	Included	Included	Included
Company, department & project budgets	Not included	Included	Included	Included
Monthly budget allocation	Not included	Not included	Not included	Included
Bulk import budgets	Not included	Included	Included	Included
Budget expiry & status management	Not included	Included	Included	Included
Goods & Service Receipting
Full & partial goods receipting	Not included	Included	Included	Included
Receipt goods against individual PO lines	Not included	Included	Included	Included
Upload & retain supplier delivery notes	Not included	Included	Included	Included
Generate internal GRN's	Not included	Included	Included	Included
Goods receipt history & audit trail	Not included	Included	Included	Included
Outstanding goods & services dashboard	Not included	Included	Included	Tailored
Supplier Management
Central supplier management	Included	Included	Included	Included
Multiple contacts per supplier	Included	Included	Included	Included
Supplier price-list imports	Not included	Included	Included	Included
Supplier performance ratings	Not included	Included	Included	Included
Supplier document management	Not included	Optional	Optional	Tailored to requirements
Invoice Processing & Matching
Invoice & credit note matching	Not included	Not included	Included	Included
Quantity, value & variance control	Not included	Not included	Configurable	Tailored configuration
Invoice approval workflows	Not included	Not included	Included	Tailored configuration
AI-assisted invoice processing	Not included	Not included	Optional additional service	Optional additional service
Reporting & Integrations
Reporting suite	Standard	Configurable	Configurable	Tailored
Custom searches & filters	Included	Included	Included	Included
CSV, Excel & PDF exports	Included	Included	Included	Included
Accounts software data exports	Not included	Not included	Included	Tailored
Automated API integrations	Not included	Not included	Optional additional service	Tailored
Administration, Configuration & Control
Full system admin control	Included	Included	Included	Included
Manage companies, branches & departments	Single company structure	Unlimited structures	Unlimited structures	Tailored structures
Create & manage user groups	Not included	Included	Included	Included
Visualise & test PO approval workflows	Not included	Included	Included	Included
Configure system-wide settings	Included	Included	Included	Included
Full documentation & UK-based support	Included	Included	Included	Included

	From£100/ month	From£125/ month	From£150/ month	From£250/ month

Package features can be configured around your agreed requirements. Optional modules, integrations, AI-assisted invoice processing & tailored development may involve additional setup or ongoing charges. Training, documentation & UK-based support are available with every package.

Not sure which purchase order software package is right for your organisation?

Book a free online demonstration & we will discuss your users, approval workflows, budgets, supplier processes, reporting & integration requirements.

Get your personalised Order Management System quote

Please contact me to set up an initial discussion of our requirements / book a free online demonstration

Helping Our Customers Manage Procurement at Scale

£436M +

Budget Transactions

742K +

Purchase Order Lines

469K +

Workflow Tasks

56K +

Supplier Accounts

86K +

Delivery Notes

Combined figures processed through all Cloud B2B customer purchase order systems.

Order Management System FAQs

What is an order management system?

An order management system, often referred to as order management software, is a digital solution used to manage business purchasing activity from requisition and approval through to order creation, supplier communication, goods receipting, invoice matching and reporting.

What should I look for when choosing order management software?

Key features to look for include configurable approval workflows, budget controls, supplier management, goods receipting, reporting, audit trails, user permissions and integration with your finance systems. The best order management software should also be easy to use, scalable for future growth and configurable to match your purchasing processes.

How does order management software help reduce manual administration?

Order management software automates purchasing workflows, approval routing, supplier communications, reporting and audit tracking. This reduces manual administration, improves purchasing accuracy and gives organisations greater visibility of spending activity.

What is the difference between order management software and ERP software?

Order management software focuses on purchasing controls, approvals, suppliers, budgets and reporting. ERP systems typically cover a much broader range of business functions including finance, stock, manufacturing, HR and CRM. Many organisations use order management software alongside their existing ERP system to improve purchasing control.

What is the difference between an order management system and order management software?

The terms order management system and order management software are often used interchangeably. Both refer to a digital solution that helps organisations manage purchasing activity, approvals, suppliers, budgets, reporting and financial control. An order management system typically refers to the complete platform, while order management software may refer to the application itself.

Who uses order management software?

Order management software is commonly used by finance teams, procurement professionals, operations managers, project managers and department budget holders. It helps organisations maintain control over purchasing activity, approvals, suppliers, budgets and reporting across multiple teams and locations.

What is an online ordering system?

An online ordering system allows employees and authorised users to create, approve, track and manage business orders through a secure web-based platform. Cloud B2B's online ordering system provides purchasing controls, approval workflows, budget management, supplier communication and reporting from a single location.

How does order management software improve purchasing control?

Order management software improves control by giving users a structured workflow for approvals, budgets, supplier selection, order tracking and reporting. This reduces reliance on spreadsheets, emails and manual purchasing records.

Is order management software the same as purchase order management software?

Order management software can cover a wider purchasing process, while purchase order management software focuses specifically on creating, approving, issuing and managing purchase orders. Our system includes both order management functionality and a configurable purchase order system for tighter purchasing control.

Do you provide support for your order management software?

Yes. We provide remote training through Microsoft Teams, and nominated users have access to a secure online support portal to manage support requests and updates.

Is documentation included with the order management software?

Yes. Full documentation is available covering all areas of the Purchase Order Software, including administration, approvals, reporting and supplier management.

Is your order management software suitable for small businesses?

Yes. Our order management software is suitable for both small businesses and larger organisations, with flexible workflows and scalable functionality to match your requirements.

Can the system be used outside of the UK?

Yes. Our PO system can be used internationally and supports organisations operating across multiple regions and business locations.

Does the order management software support multiple currencies?

Yes. The order management software supports multiple currencies with regularly updated exchange rates.

How does licensing work for your order management system?

Our PO system uses concurrent user licensing, helping businesses reduce costs by only licensing active users connected at the same time.

Can the order management software be customised for our business?

Yes. Our order management software can be customised to suit your workflows, approval processes, purchasing controls and operational requirements.

How long does implementation take?

Most Purchase Order System implementations are completed within a few weeks following specification approval and user testing.

What training is available for users?

Training is provided through video guides, recorded handover sessions and user documentation available directly within the system Help area.

Is there a dashboard overview available?

Yes. Users have access to personalised dashboards showing tasks, approvals, budgets and purchasing activity within the order management software.

Is the order management software cloud based?

Yes. The system is fully cloud based and hosted within secure UK infrastructure, with options for private cloud or internal hosting if required.

Can multiple companies use the same system?

Yes. Multiple companies, departments and branches can operate within the same Purchase Order System while maintaining separate workflows and budgets.

Can invoice data be exported to accounts software?

Yes. Approved invoices and credit notes can be exported in formats compatible with Sage, Xero, QuickBooks and other finance systems.

Does order management software include goods receipting?

Yes. Our order management software includes full and partial goods receipting against open orders.

Can users and permissions be managed internally?

Yes. Administrators can manage users, permissions, approval rights and account access directly within the PO system.

How are approved orders sent to suppliers?

Approved orders are automatically converted to PDF and emailed directly to supplier contacts from the system.

Are approval workflows configurable?

Yes. Approval workflows can be configured around departments, budgets, suppliers and approval values within the order management software.

Can supplier invoices be matched to orders?

Yes. Supplier invoices and credit notes can be matched against issued orders for improved purchasing and finance control.

Does the order management software include budget controls?

Yes. The Purchase Order Software includes integrated budget controls with visibility of allocated, committed and remaining spend.

How secure is the order management software?

The system uses encrypted connections, secure document storage and dedicated client databases to protect purchasing data and user access.

What are the benefits of cloud based order management software?

Cloud based order management software provides secure remote access, automatic updates, reduced IT overheads and real-time purchasing visibility.

Download our Datasheets & White Papers

Download Cloud B2B's Purchase Order Software Datasheet

Purchase Order System Datasheet

Download Cloud B2B's Generic Solutions Overview

Company & Generic Solutions Overview

Download Cloud B2B's Controlling The Procurement Process

White Paper - controlling the procurement process

Download Cloud B2B's PO System Implementation Playbook

Implementation Playbook - Implementing your PO system

Find out today how a customised Order Management System will improve your purchasing processes

Please contact me to set up an initial discussion of our requirements / book a free online demonstration