PO System to control care home spending and improve margins.

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Purchase order electronic system for Care

Care Industry PO System Key Features and Benefits

Effortless PO Process for Care Homes

Create purchase orders for your care homes in two easy steps!

First, fill in the supplier, budget, delivery details and any special requirements.
Second, add as many lines of individual items as required, you can also add supporting documents. Once you are happy simply save the Purchase Order.

See how easy it is to create a new PO for your care home with Cloud B2B's purchase order system.

Strategic Approval Workflow Process

Establish approval guidelines and rules to maintain full oversight
Easily Approve, Reject or Cancel Purchase Orders for supplies and services..
Manage approval workflows for all your purchase orders and invoices.
Customise the approval process to meet your care home's specific needs.

Care home purchase orders follow a streamlined approval workflow process.

Thorough Budget Control & Reporting

Budgets can be set to financial limits such as monthly or yearly.
Allocate budgets to individual care programs, departments or facility-wide needs.
Adjustments to budgets can be restricted to system administrators.
Access to budgets is controlled based on staff roles within the care home.

Track care expenses with our purchase order system.

Comprehensive Goods & Service Receipting

The system automatically only shows outstanding PO lines for receipting.
Supports full or partial receipt of goods with the option to add comments.
Authorised users can receive goods against purchase orders.
Standard features include line-by-line or bulk receipting options.

Process received goods and services as per purchase orders

Bespoke Searching & Reporting

Generate reports on Purchase Orders, Invoices, Budgets, and more.
Review records such as Purchase Orders and Invoices by status.
Reports are clear, easy to read and tailored to your care home's needs.
Multiple data export options available for maximum compatibility (including CSV, Excel and PDF).

Perform customised searches on the care home PO system.

Robust Administration Controls

Set up comprehensive approval processes with shared workflow groups.
Administer user settings including individual out-of-office management.
Handle financial codes such as Cost Centers, Nominal Codes and Project Codes.
Complete workflow management to improve efficiency and control.

Utilise advanced admin features in the care home purchase order system.

Transfer Data to Accounts System

API automated links as optional development.
Meta data can be exported from the full POPIA systems as a CSV file.
Export approved supplier invoices and credit notes with customised data structure to suit your accounts system version (e.g. to SAGE / XERO / Quick Books for payment).

Export procurement data from our purchase order system

Future-proof With Scalability

Start with just the Purchase Order module, and 'hide' some functions to introduce later.
Add additional functionality as your business evolves.
Further customisation always available to suit changing requirements.
Full automation of the supplier invoice function using AI available.

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What are the benefits of purchase ordering system?

Create Purchase Orders and Manage Budgets Efficiently

Efficient Purchase Orders and Budget Management

Staff can raise purchase orders with supporting documents for approval, ensuring thorough vetting and transparency. Budgets can be set for individual care homes or across multiple locations to prevent overspending and satisfy finance teams. Customised workflow approvals and goods receipting ensure proper management of purchasing requests and delivery auditability.

Purchasing and Reporting is Standardised

Standardised Purchasing and Robust Reporting

Import supplier price lists to standardise purchasing across your care home, ensuring consistency and accuracy. The system supports multiple delivery addresses, making it easier to manage supplies for different locations. Access a comprehensive suite of custom reports 24/7, with export capabilities for detailed analysis and record keeping.

Secure, User-Friendly and Accessible

Our system operates on a secure, private internet-based platform, eliminating the need for additional software or hardware. It features a concurrent user model, so you don't need a license for each user, and is designed to work on a wide variety of devices,. With email alerts for required actions and an easy-to-use interface suitable for all levels of care staff, managing operations is straightforward and efficient.

Watch and learn the benefits one of our clients has found when using our Purchase Order System...

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Mamas & Papas - Purchasing Software - Testimonial

Included as standard with all our Care Industry PO Systems

Full Function User Control and Management Module

Advanced staff management tools for adding new users, modifying roles and tracking employment status.
Absence management and task reassignment features to ensure continuous workflow during staff leave.

Customised Approval Workflows

Intuitive interface for all care home staff, streamlining daily procurement tasks.
Tailored approval process for orders with choices to approve, reject or modify at each stage.
24/7 accessible digital system from any location, ensuring constant management.

Customised Searching and Reporting

Comprehensive, adaptable and personalised reporting on all operational purchasing data.
Supplier price list importing and updates with options for product comparison and best value selection on goods.
Accurate allocation nominal codes and cost centers to purchases.
Export of data for approved supplier invoices and credit notes for seamless integration into accounting systems.

Budgetary Control and Visibility

Complete budgetary control for care home operations, departmental needs or specific care projects.
Transparency of allocated spent, and remaining funds for all staff involved in the procurement process.
Capability to set financial budgets by care home, department or project with customisable fiscal periods.

Vendor and Document Management

Managing suppliers with performance ratings and detailed reporting tools to ensure high-quality goods and service delivery.
Enhanced security for system access, including Multi-Factor-Authentication (MFA), to protect sensitive information.
Capability to attach essential documents for internal approval processes (e.g. quotations) and external documents for authorised orders.

Secure and Scalable Infrastructure

Cloud-based purchasing platform hosted in a secure environment.
Customisable user roles and access levels for controlled data management.
Multi-device access to electronic purchase order tools for staff convenience.
Supplier performance rating feature with regular audits for quality assurance.
Scalable to fit care homes of all sizes, supporting future growth and development.

Full Feature Separate Web Portal For Support

Our UK-based technical support team is accessible through a secure web portal.
Each purchase order system designates up to three power users with portal access, allowing changes anytime to align with your care home's needs.
The portal provides access to your purchase order system's account and billing information.

System Monitoring and Communication

Dashboard views offer real-time status updates on purchase orders.
All order updates and reminders are sent to users via daily emails.

Secure UK Private Cloud Hosted

Systems hosted on our secure, private cloud via Azure UK infrastructure
Secure access via SSL encrypted connections
Automatic additional back up to Acronis platform for resilience

Fully Functional on All Devices

Full system access and functionality on any device with internet access (including smartphones and tablets)
No hardware or software required
Fully set up and maintained by our UK-based development and support teams

Concurrent Licensing Pool Model

More economical than having a dedicated licence for each user, reducing costs to suit staff turnover
Licences are shared by all users, based on the number of active user sessions, providing flexibility for your business

Full Support via Separate Web Portal

Cloud B2B provide UK-based support via a secure web portal
Full support available to your system's power users
Access your account and billing information via the portal

A selection of our clients

Tour of the Cloud B2B Purchase Ordering software

Welcome to the Cloud B2B Demo: Cloud Purchase Order System

In this guided tour, you will explore the essential features of our online purchase order system. Navigate through the demonstration by clicking the advance arrow on the screen. Estimated time to complete: 7 minutes.

Request a no-obligation quote:

Our pricing starts from just £135 plus VAT per month

For a personalised, no-obligation quote tailored to your specific requirements, simply complete the form below, a member of our team will be in touch via email shortly.

System Size:

Optional add-on modules:

Select optional modules you would like to include in your bespoke quote

Explore Our Care Industry Purchase Order System’s Capabilities: Schedule a Free Online Demo today

See and discuss these and many more functions that our purchase order software can offer with a free remote demonstration (which we record so you can share with colleagues).

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Purchase Order System for Care Industry Questions And Answers

Are support facilities and documentation available for the care industry Purchase Order software?

Yes, we provide comprehensive documentation detailing the features of our purchase order software for care homes. In addition, we offer Teams-based user training to guide users through the system. Designated users also have access to our online support portal, where they can submit support tickets as needed. Follow this link to view the documentation: Purchase Order System - Documentation.

Can I use a PO system for all our purchasing needs?

Yes. Whether you are ordering assistive and adaptive technology, or PPE, or catering supplies, or laundry services – in fact everything- a purchase order system allows you to also manage budgets without overspends. Each purchase with supporting documents such as quotations can be routed via workflow for approval or not by relevant staff, such as care home managers. Approvers will have the ability to challenge the PO raiser on any item such as price or justification, via the workflow, and the raiser to amend and re submit the purchase order, until all those in the approval chain are satisfied to proceed with the order.

Is purchase order software system suitable for GPO’s?

Absolutely. With the ability to import agreed supplier price lists, you can ensure that you have commonality of ordering and pricing for the same items across all the homes in a group. And the function to set individual budgets by each home in the group ensures overspends will be a thing of the past! Size is not the important factor, it’s the requirement to keep a firm control on expenditure that is a key driver for businesses from single to multiple home organisations. A purchase order software solution will put all your key procurement processes on screen, with customised reporting and data export, available to all those you require to give access to.

Can we integrate multiple care homes under one system?

Yes. Our system allows for multiple companies or care homes to be set up under one system providing you the flexibility to run your organisation efficiently. Each care home can have its own set of Users, Budgets, Delivery Addresses, Suppliers and Cost Codes if required. Users can also be assigned access across multiple care homes (e.g. core admin users such as Finance can have system-wide access).

Can we track deliveries to our homes, against Purchase Orders?

You can reconcile deliveries against Purchase Orders by importing a scan of a physical GRN, or if not available, an internal version will do the same job, associating the delivery correctly. The system will remember by supplier all open PO’s and PO lines where you have had only part of the items or services delivered. So, once you have received all the items, the system will automatically close the order.

Does the purchasing software allow full visibility as to processing of orders?

Yes, each system has an opening dashboard that can show the status of all purchases and their impact on budgets, which is available at all times. The comprehensive and customised reporting suite provides full details of each and every order (and its status) and this data can be exported in a number of formats including CSV, and in a standard reporting format.

I have to give monthly financial reports to directors, how can the system help with this?

The system has advanced reporting functionality, allowing you to collate only the information you require and display it in a clear, easy-to-read format, perfect for financial meetings. This information can be exported in a number of formats including CSV, PDF or even print. Raw Purchase Order, Invoice or Budget data from Searches & Reports can also be exported in XLSX format for offline data manipulation.

Can I control what each user is allowed to do on the system?

Our system gives power users the ability to control and administer the permissions available on a user-by-user basis to ensure that your organisation’s hierarchy is adhered to. Ultimately controlling which car homes, departments and budgets each user have access to.

What happens if we take on a large number of staff?

Our Purchase Order & Invoice Approval system works on concurrent licensing and isn’t limited to the number of user logins setup on the system, which means that any user can log into the system providing that there is a free license available. However, there is the option to increase the number of current licenses for your system as your staff grows.

Have you a solution that imports supplier invoices and matches them to PO’s?

Yes we do. The Purchase to Pay or PTP version, is where you can import and match supplier invoices to purchase orders. These can be handled and approved by the Finance or Accounts team (who normally process invoices) with the ability to add items such as missed delivery charges. Invoices that require vetting by the Purchase Creator can be workflowed to them for action. Once invoices- and credit notes- are fully approved the information can be exported as a custom CSV file for import to your accounts system for payment.

Can you list the types of items that you can control in a Purchase Order system?

Here is a typical list of items you can use the purchasing software for in a care home environment.

Medical Supplies:

Personal Care Items:

Dietary and Nutrition:

Cleaning and Sanitation:

Furniture and Fixtures:

Recreation and Activities:

Medical Services:

Safety and Security:

Administrative and Office Supplies:

Transportation:

Maintenance and Repairs:

Training and Education:

Legal and Compliance:

Specialised Care Equipment

Therapeutic Services:.

Is any IT set-up required?

Our system is hosted on our secure cloud; therefore, no on-site setup is required. You can access the system from any device with an internet connection and is available for access 24/7.

Product range