Simple, secure,Order Management Systemcustomised for your business.

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.

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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.

What are the Benefits of an Order Management System?

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.

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.

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.

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.

Order Management System FAQs