Care HomePurchase Order SystemControl spending, protect margins.

The complete purchase order system for residential care and nursing homes

Trusted by a range of clients and businesses

Care Industry PO System Key Features & Benefits

Effortless PO Process for Care Homes

Create purchase orders for your care homes with ease.
First, fill in the supplier, budget, delivery details, and any special requirements.
Next, add as many lines of individual items as required, you can also add supporting documents. Once you are happy simply save the purchase order.

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.

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.

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.

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).

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.

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).

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.

Key Feature Tour & Virtual Demo

Take a look at a tour of our key features or watch a complete presenter-led virtual demonstration videos.

What are the benefits of purchase order software for residential care homes?

Easy to use procurement system for care homes to improve accuracy

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 using a purchase order system.

Care Home PO system dynamic opening dashboard

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 across your care group. Access a comprehensive suite of custom reports 24/7, with export capabilities for detailed financial analysis and record keeping for auditability, all within our purchase order software.

Streamline residential care budgets with software to manage purchase orders for care homes

Secure, User-Friendly and Easily 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.

See how a residential care sector purchase order system can benefit any organisation

Should you require a purchase order solution to match your business requirements then I have no hesitation in recommending Cloud B2B — I'm sure you won't be disappointed.
— Deborah Johnson, Mamas & Papas

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Included as standard with all our Residential 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 of nominal codes and cost centres 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 spend, 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 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

Tailored solutions available for any industry

Transport & Logistics

Councils & Authorities

Residential Care Sector Key Feature Tour

Explore the complete process from creating a care home purchase order through approvals, department budget control, reporting, goods receipting and system administration.

Video 1 of 6

Watch our full virtual demo

Watch a complete presenter-led walkthrough of the software, from logging in to managing your everyday purchasing processes.

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.

Key Feature Tour & Virtual Demo

Take a look at a tour of our key features or watch a complete presenter-led virtual demonstration videos.

Find out how a custom purchase order system can improve procurement across your care organisation

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.

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

Purchase Order System for Residential Care Sector Questions And Answers

Is support available for your care industry purchase order software?

Access to budgets is conYes. We provide access to an online support portal where designated users can submit support tickets whenever assistance is required.

Teams-based user training is also available to help care home staff understand how to use the purchase order software effectively and ensure a smooth rollout across the organisation. trolled based on staff roles within the care home.

Is documentation available for your purchase order system for care homes?

Yes. We provide comprehensive documentation covering the features and functionality of our purchase order software used by care homes and residential care organisations.

This documentation explains system processes, configuration options, and key functionality to help users get the most from the software. You can access the documentation here:

PO System Documentation for Residential Care

Can a purchase order system be used for all purchasing needs in a care organisation?

Yes. A purchase order system can be used to manage all types of purchasing within a care organisation or care home.

This may include items such as assistive and adaptive technology, personal protective equipment (PPE), catering supplies, maintenance services, or laundry services. By managing all purchasing through one system, organisations can maintain clear visibility of spending and control budgets more effectively.

Purchase requests can be submitted with supporting documents such as quotations, and routed through an approval workflow to the appropriate staff, such as care home managers. Approvers can review the request, question details such as price or justification, and request amendments if necessary. Once all approvers are satisfied, the purchase order can be approved and issued to the supplier.

Is purchase order software suitable for GPOs and multi-home care groups?

Yes. Purchase order software for residential care homes can work effectively for GPOs and organisations that operate multiple care homes.

The system allows agreed supplier price lists to be imported, ensuring consistent ordering and pricing for the same items across all homes in the group. This helps organisations maintain purchasing consistency and benefit from negotiated supplier agreements.

Budgets can also be set for each individual home, helping prevent overspending while still giving head office clear visibility of purchasing activity across the organisation.

A purchase order software solution brings all procurement processes into one system, with customised reporting and data export available to authorised users across the group. This helps improve financial control, transparency, and purchasing efficiency.

Can multiple care homes be managed with one care home purchase order approval system?

Yes. The purchase order system allows multiple care homes or companies to be managed within a single platform, providing flexibility for organisations operating across several locations.

Each care home can have its own users, budgets, delivery addresses, suppliers, and cost codes if required. This allows individual homes to manage their own purchasing while still operating within the wider organisation’s financial controls.

Authorised users, such as central finance or administration teams, can also be given access across multiple care homes. This provides system-wide visibility and helps organisations maintain consistent purchasing processes across the group.

Can deliveries to care homes be tracked against purchase orders?

Yes. Deliveries can be reconciled against purchase orders within the system to ensure the correct goods or services have been received.

Delivery notes or Goods Received Notes (GRNs) can be uploaded and matched to the relevant purchase order. If a supplier delivery note is not available, an internal receipting record can be created to confirm the delivery.

The system also tracks open purchase orders and individual PO line items by supplier. This allows staff to see where only part of an order has been delivered and identify any outstanding items. Once all items or services have been received, the system will automatically close the purchase order.

Does the PO management system for care homes provide visibility of the order process?

Yes. The purchasing software provides full visibility of the status and progress of all orders.

Each user has access to a dashboard that displays key purchasing information, including the current status of orders, and their impact on budgets. This allows staff and managers to quickly see what has been requested, approved, or issued.

The system also includes a comprehensive reporting suite that provides detailed information on every purchase order and its current status. Reports can be customised and exported in formats such as CSV, allowing organisations to analyse purchasing data and share it with finance or management teams when required.

How can the care home PO system help with monthly financial reports for directors?

The system includes advanced reporting tools that make it easy to to prepare financial reports for directors and management teams.

Users can generate customised reports that display key information such as Purchase Orders, Invoice, Budgets, and overall spending in a clear and structured format. This helps provide an accurate overview of purchasing activity and financial commitments during reporting periods.

Reports can be exported in several formats, including CSV, PDF, and print-ready documents. Raw data from searches and reports can also be exported in XLSX format, allowing finance teams to perform additional analysis or prepare tailored reports for board meetings.

Can I control what each user is allowed to do within the care home PO system?

The system allows administrators and power users to manage user permissions on an individual basis.

Access can be configured to reflect your organisation’s structure, ensuring that users only see and interact with the areas relevant to their role. This includes controlling which care homes, departments, and budgets each user can access.

By managing permissions in this way, organisations can maintain clear oversight of purchasing activity while ensuring internal hierarchy and approval responsibilities are properly followed.

What happens if we add a large number of staff to the system?

Our purchase order and invoice approval system uses a concurrent licensing model. This means the system is not limited by the number of user accounts created, but by the number of users actively logged in at the same time.

Any authorised staff member can log into the system as long as a concurrent license is available. This allows organisations to add new users without needing to purchase a license for every individual account.

If your organisation grows and more staff need to use the system at the same time, the number of concurrent licenses can easily be increased to meet your requirements.

Do you offer a solution that imports supplier invoices and matches them to purchase orders?

Our Purchase to Pay (P2P) solution allows supplier invoices to be imported and matched directly to purchase orders within the system.

Invoices can be reviewed and approved by finance or accounts teams, who typically handle invoice processing. The system also allows additional items, such as delivery charges or adjustments, to be added where required.

If an invoice needs to be reviewed by the original purchase order creator, it can be routed back to them through the workflow for verification or clarification. Once invoices and credit notes are fully approved, the data can be exported as a customised CSV file and imported into your accounts system for payment.

What types of items can be managed using a care home purchase order system?

A purchase order system can be used to manage a wide range of purchasing needs within a care home or residential care organisation. By centralising procurement through one system, organisations can maintain control over budgets, approvals, and supplier activity.

Typical purchasing categories managed within the system include:

Medical Supplies
Personal care items
Dietary and nutrition supplies
Cleaning and sanitation products
Furniture and fixtures
Recreation and activity materials
Medical services
Safety and security equipment
Administrative and office supplies
Transportation services
Maintenance and repairs
Training and education services
Legal and compliance costs
Specialised care equipment
Therapeutic services

Using a purchase order system for these categories ensures that all purchases follow the correct approval process, are tracked against budgets, and remain fully visible to management and finance teams.

Is any IT set-up required to use the purchase order system for care homes?

No. The system is hosted securely in the cloud, so no on-site IT installation or hardware setup is required.

Users can access the purchase order system from any device with an internet connection, including desktop computers, laptops, and tablets. Because the software is cloud-based, updates, maintenance, and security are managed as part of the service.

This means the system is available 24/7 and can be accessed from any location where authorised users need to manage or approve purchases.