10 Best Purchase Order Software in 2024

Introduction to purchase order software

The global procurement software market size is expected to grow at a CAGR of 7.6% from 2021 to 2028 and reach USD 9.5 billion. As companies strive to optimize their purchasing processes and improve overall efficiency, the significance of reliable purchase order software becomes increasingly necessary. With the advent of advanced technologies, businesses can automate their procurement workflows, reduce manual errors, and streamline operations.

In this blog, we bring  to you a comprehensive list of the 10 best purchase order software. These cutting-edge solutions have been carefully curated to help you simplify your purchasing operations and gain real-time visibility into your procurement activities. So, without further ado, let’s look at the different purchase order software and find the best one for your needs.

List of TOP 10 purchase order software

• Kissflow Procurement Cloud
• Promena
• TYA Suite
• WebReq
• Coupa
• Basware
• Claritum
• Procurify
• Tradogram
• Acctivate

TOP 10 purchase order software

Name	Market segment	Free trial	Starting price	Overall rating
Kissflow Procurement Cloud	Mid-market	Yes	Starts at $1,990*/month (Billed annually)	4.8 out of 5
Promena	Mid-market	No	$5000/per year	5.0 out of 5
TYA Suite	Mid-market	Yes	Contact for pricing	5.0 out of 5
WebReq	Mid-market	No	Contact for pricing	No ratings
Coupa	Enterprise	No	Contact for pricing	4.3 out of 5
Basware	Enterprise	No	Contact for pricing	3.9 out of 5
Claritum	Small business	No	Contact for pricing	4.4 out of 5
Procurify	Mid-market	No	$2,000 per month	4.6 out of 5
Tradogram	Mid-market	Yes	Free (entry-level price)	4.1 out of 5
Acctivate	Small business	Yes	Starting at $7,995 with a one-time purchase	4.0 out of 5

10 Best purchase order software in 2023: A detailed view

Let’s take a detailed look at the top 10 purchase order software for your organization:

1. Kissflow Procurement Cloud

Kissflow Procurement Cloud is a robust purchase order software that offers several valuable features for organizations looking to streamline their procurement processes. With customizable workflows and predefined approval hierarchies, Kissflow Procurement Cloud ensures purchase orders adhere to internal purchasing policies. 

Additionally, the software provides flexible PO processing, allowing users to create, review, and approve purchase orders seamlessly. This flexibility accommodates various procurement scenarios, making adapting to dynamic business needs easy. The software also generates detailed reports and analytics, giving users valuable visibility into procurement efficiency.

Key features and functionalities

• Cloud storage
• Paperless processing
• Smart alerts and notifications
• Approvals on-the-go
• Fluid forms
• Dynamic routing

Benefits

• Purchase orders are retrievable whenever you need them
• Execute and manage PO documentation without printouts
• Leverage automated alerts to keep stakeholders updated
• Track and approve the purchase on the go

Pros and cons

Pros	Cons
Integrates almost with everything available on Zapier	According to a review, it requires manual interaction of feeding data at complex levels
Offers end-to-end solutions for procurement	According to a review, the master list isn’t updated through API and requires manual intervention.

Pricing and plans

The pricing starts at $1,990*/month, billed annually. Pricing depends on features, transaction volume, and number of users.

Ratings –

4.8 out of 5

Quick Read: 10 Best Purchasing Software for Organizations

2. Promena

Promena offers a range of features to streamline and enhance procurement processes. It digitizes all order processes across categories, encompassing everything from creating requests to order forms. Digitalization eliminates manual processes, reduces administrative burdens, and promotes efficiency throughout the procurement cycle. 

Promena also emphasizes the standardization of business processes, ensuring consistency and conformity in purchasing activities. The software helps organizations maintain a structured approach to procurement, enhancing overall efficiency and compliance.

Key features and functionalities

• Request management solution
• Catalog management solution
• Purchase order management solution

Benefits

• Savings on queue purchases
• Compliance with regulations and minimized errors
• Spend optimization and control
• 360-degree view into processes

Pros and cons

Pros	Cons
The software is simple to use, even for first-time users	According to a review, the software can be problematic to use if internet connectivity is poor
It enhances the procurement process to promote cost and time savings	According to a review, there are no dashboards on the platform

Pricing and plans

$5000 per year

Ratings

4.5 out of 5

Quick Read: What Is Purchase Order Automation and How to Do the PO Process?

3. TYA Suite

TYA Suite is an enterprise-class purchase order software. It is designed to manage the complete life cycle from purchase order creation to approval and delivery. With its user-friendly interface and powerful features, TYA Suite empowers organizations to streamline and automate their procurement operations effectively. 

Centralization of purchase order management helps enhance visibility, facilitates collaboration, and ensures compliance with internal policies and industry regulations. Whether generating purchase orders, tracking order status, or managing vendor relationships, TYA Suite offers a holistic approach to purchase order management.

Key features and functionalities

• PO creation and approvals
• Modify purchase orders
• Restrict vendors to items
• Multiple approval workflows & location-level controls
• Blanket orders

Benefits

• On-time approvals
• One-click multi-vendor PO
• Sign and send PO to vendors automatically
• On-the-go PO approval
• Multi-currency PO

Pros and cons

Pros	Cons
It is seamless to use and offers a lot of customization flexibility	According to a review, there is no option to cancel a GRN once it is created
It offers multi-location, multi-GST inventory management	According to a review, there is no mobile app

Pricing and plans

Contact the TYA suite for pricing

Ratings

4.19 out of 5

Quick Read: Purchase Order and Invoices: Definition and Differences

4. WebReq

WebReq specializes in managing the purchase request to approval process with utmost efficiency. It offers a centralized platform to update key personnel throughout the procurement cycle. There’s no risk of requests and approvals getting lost or overlooked. 

The software offers seamless functionality to capture, approve, and track purchase order system requests. It enables organizations to maintain a structured and accountable procurement process. With its user-friendly interface and robust features, WebReq simplifies the creation and management of purchase orders.

Key features and functionalities

• Attach documents and photos to purchase order requests 
• Create requests from a tablet or smartphone
• System-managed supplier quotes

Benefits

• Multiple purchase requisition types and configurable approval rules 
• Create unlimited approval thresholds
• Create spending limits for individuals 
• Link to budgets

Pros and cons

Pros	Cons
Seamless PO raising and approval process. Easy to set up and change approval rules and approvers	According to a review, there are no reports.

Pricing and plans

Contact for pricing.

Ratings

4.2/5

Quick Read: What is P2P Cycle: Procure-to-Pay Process, Challenges & Benefits

5. Coupa

Coupa excels in simplifying the purchase order process for organizations. The software streamlines the entire procurement workflow, ensuring a seamless experience. Its key strength is removing the friction between purchase requisition (PR) and purchase order (PO) approvals. 

Coupa eliminates delays and bottlenecks by automating and streamlining these approval processes. The software also minimizes the need for manual intervention, reducing human errors and enhancing overall accuracy. Additionally, Coupa places a strong emphasis on supplier engagement, facilitating better collaboration and communication with vendors.

Key features and functionalities

• Customizable look and information on purchase orders
• Auto approval routing and GL coding
• At a glance, real-time tracking status of POs

Benefits

• Guided buying experience for users
• Status tracking to drive efficiency
• Contract compliance to stay on the right track
• Community insights and consumer-like search capabilities

Pros and cons

Pros	Cons
Tracking the different steps in the supply chain is easy and intuitive	According to a review, the range of options in the search filter can be difficult to understand
The workflow and release process is seamless	According to a review, mistakes are not instantly flagged and PO gets saved with errors.

Pricing and plans

Contact for pricing

Read More: TOP 7 Coupa Alternatives and Competitors: A Closer Look

6. Basware

Basware offers a comprehensive e-procurement solution for organizations. With its robust features, Basware drives cost savings and promotes reliability throughout the procurement process. The software enables businesses to optimize spending by providing insights into purchasing patterns, identifying cost-saving opportunities, and leveraging supplier negotiations. 

Basware offers the ability to seize discounts by combining orders and purchasing in volume. Order consolidation and bulk purchases allow organizations to benefit from attractive discounts and achieve significant cost reductions.

Key features and functionalities

• Guided purchasing
• Simplified shopping
• Advanced approvals
• Pricing compliance
• Out-of-the-box analytics
• Operational sourcing

Benefits

• Gain visibility across your spend
• Mitigate supply chain risk
• Increase spend under control

Pros and cons

Pros	Cons
It is a good tool for accounts payable automation	According to a review, purchase management and cataloging is not user-friendly and automated.
Integrates flexibly with accounting software and ERP systems	According to a review, there is no sourcing module

Pricing and plans

Contact Basware for pricing

Ratings

4.3 out of 5

Quick Read: 10 Best Spend Management Software for Enterprises

7. Claritum

The software effectively captures and ensures the availability of all critical documents throughout the procurement cycle, ensuring transparency and traceability. Claritum enables organizations to accomplish more work using fewer resources by centralizing data and streamlining workflows. The efficiency boost translates to cost savings, improved productivity, and enhanced stakeholder collaboration.

Claritum offers a powerful purchase order management software solution that stands out for its ability to eliminate disparate systems and provide a unified cloud suite. Organizations can say goodbye to fragmented processes and enjoy the benefits of a single, seamlessly integrated software suite. 

Key features and functionalities

• A single cloud-deployed software suite
• Procurement process optimization
• Order/inventory/vendor management

Benefits

• Eliminates disparate systems
• Captures and ensures all critical documents are available 
• Allows more work to be done using fewer resources

Pros and cons

Pros	Cons
It is a good tool for accounts payable automation	According to a review, purchase management and cataloging is not user-friendly and automated.
Integrates flexibly with accounting software and ERP systems	According to a review, there is no sourcing module

Pricing and plans

Contact for pricing.

Ratings

3.9 out of 5

Quick Read: Centralized purchasing: What is it and How to Implement it in your rganization?

8. Procurify

Procurify brings automation to your company’s purchasing workflow, covering every step from order creation to invoice payment. The software accelerates the purchasing process, saving time and effort for your organization. With Procurify, you can streamline the entire procurement cycle, ensuring efficient order placement and seamless approvals. 

Procurify improves internal communication, fostering collaboration among teams involved in the procurement process. Moreover, the software minimizes financial risk by enforcing compliance with purchasing policies and providing real-time visibility into spending.

Key features and functionalities

• Auto-change approved purchase requisitions to purchase orders
• Link purchase orders to account codes
• Gather meaningful data through custom purchase order fields

Benefits

• Balance purchase order visibility and control
• Flexible, traceable processes
• Control and visibility in credit card expenses
• Better decision-making through PO-based reports
• Budget-informed purchase order approvals

Pros and cons

Pros	Cons
It is user-friendly with good customer support	According to a review, creating a batch of POs one by one is cumbersome.
The resource center is helpful for users looking to gain clarity on subjects.	According to a review, there could be an option to save drafts and templates.

Pricing and plans

$2,000 per month

Ratings

4.4 out of 5

Quick Read: 9 Best Vendor Payment Management Software

9. Tradogram

Tradogram is a feature-rich purchase order software that offers flexibility and convenience to streamline the procurement process. Users can create purchase orders (POs) from scratch using a free form, allowing customization based on specific requirements or negotiated terms with suppliers. 

Furthermore, the software allows duplicating existing POs and simplifying the reordering of selected items. This time-saving feature eliminates the need to recreate orders from scratch and ensures accuracy in subsequent orders.

Key features and functionalities

• Simplified purchase order management
• Intuitive purchase order management process
• Prevent off-budget spending and heighten procurement control

Benefits

• Easily create and track POs from anywhere
• Customized approval workflows for automatic routing
• Simplified purchase order management with an organized database
• Simple 3-way reconciliation with minimal effort

Pros and cons

Pros	Cons
It is easy to use and offers the ability to clone POs	According to a review, the edit field should be opened by default when filling out a PO
The resource center is helpful for users looking to gain clarity on subjects	According to a review, there cannot be more than 5 attachments added at one time

Pricing and plans

The software has a free version. The paid version starts at $24 per user per month.

Ratings

4.6 out of 5

Quick Read: 12 Best Invoicing Software

10. Acctivate

Acctivate offers a streamlined approach to managing purchase orders. With Acctivate, purchase orders are categorized into four statuses: entered, request for a quote, pending approval, and issued. The systematic approach allows for precise tracking and efficient management of the procurement process. 

Once vendor pricing and selection information are received, creating a purchase order is a seamless task with Acctivate. The software simplifies the process by automating the generation of purchase orders, ensuring accuracy and timeliness. Acctivate offers the flexibility to create purchase orders based on pre-established reorder policies and procedures.

Key features and functionalities

• 4 different statuses for POs
• Seamless creation of POs based on receipt of vendor pricing and vendor selection
• Create POs based on pre-established reorder policies.

Benefits

• Create POs manually or through automated options
• Automatic generation and tracking of POs
• PO information storage in the history, including notes and email

Pros and cons

Pros	Cons
It integrates seamlessly with Quickbooks	According to a review, editing the cost price on POs can be cumbersome
The sync function is beneficial for time management for users	According to a review, there can be statements showing payments and balances due

Pricing and plans

The pricing starts at $7,995.00 with a one-time purchase.

Ratings

4.1 out of 5

Quick Read: 10 Best Expense Management Software and Tools

What is purchase order software?

Purchase order software is a specialized tool designed to streamline and automate the procurement process. It acts as a digital platform that allows businesses to create, manage, and track purchase orders electronically. With this software, purchasing departments can efficiently communicate their procurement requirements to vendors, ensuring a smooth flow of goods and services. 

Purchase order software eliminates the need for manual paperwork, reducing errors and saving valuable time. It provides real-time visibility into orders, allowing businesses to monitor and control their expenditures effectively.

Types of purchase order software

Here are the five different types of PO software depending on their role and application in an organization:

1. On-premises software

It is installed directly on the organization’s servers and infrastructure. It offers advanced customization and control, making it suitable for businesses with specific security or integration requirements. The on-site solution can be tailored to fit unique procurement processes, ensuring maximum flexibility and data control.

2. Cloud-based software

Cloud-based software operates on a remote server accessible through the internet. It offers the advantage of accessibility from anywhere, making it highly convenient for businesses with distributed teams or remote work arrangements. There are automatic updates, scalability options, and lower upfront costs, making them an attractive choice for organizations of all sizes.

Read More: What is Cloud ERP Software and How does it Work?

3. Integrated suites

Some software solutions are part of larger procurement or enterprise resource planning (ERP) suites. These integrated solutions cover various aspects of procurement, including inventory management, supplier management, and invoicing. Integrated suites provide a holistic approach to procurement management, enabling seamless data flow and enhancing overall operational efficiency.

4. Standalone software

Standalone software focuses solely on the procurement process without additional modules. It is ideal for organizations with existing systems but requiring dedicated software to improve and automate their purchase order management. Standalone solutions are customizable and can integrate with other software through application programming interfaces (APIs).

5. Industry-specific software

Certain purchase order software caters to specific industries like manufacturing and healthcare. These industry-specific solutions come with features and functionalities tailored to those sectors’ unique needs and regulations. They offer specialized tools like vendor management, making them a perfect fit for businesses operating in specific niches.

Importance of purchase order software

The importance of purchase order software cannot be overstated in today’s competitive business landscape. This specialized tool benefits organizations, enhancing procurement processes and driving overall operational efficiency. 

Purchase order software automates and streamlines the procurement workflow, reducing manual errors and saving valuable time. It provides a centralized platform for creating, managing, and tracking purchase orders, ensuring clear communication and documentation throughout the procurement cycle. 

Additionally, purchase order software offers real-time visibility into order status, enabling businesses to monitor and control their expenditures effectively. It also facilitates collaboration between different departments and improves vendor management by providing a transparent and structured approach to procurement.

What are the benefits of using purchase order software?

Here are some reasons you cannot miss a dedicated purchase order software for your business.

1. Streamlined procurement process

Purchase order software automates and simplifies the procurement workflow, reducing manual paperwork and streamlining the entire process. It minimizes errors and saves valuable time.

2. Improved efficiency

Organizations can efficiently create, manage, and track purchase orders in a centralized system. It provides a structured approach to procurement, ensuring smooth communication and documentation between various stakeholders.

3. Enhanced accuracy and compliance

Purchase order software minimizes the chances of errors and discrepancies by providing standardized templates and predefined fields for order creation. It also helps enforce compliance with internal purchasing policies and external regulations.

4. Real-time visibility and control

Companies can gain real-time visibility into the status of their purchase orders with purchase order software. They can track orders, monitor delivery timelines, and clearly overview their expenditures. The visibility enables better decision-making and improved budget management.

5. Cost savings

Effective purchase order management leads to cost savings by reducing unnecessary spending, eliminating duplicate orders, and enabling better negotiation with suppliers. Purchase order software gives businesses a comprehensive view of their purchasing activities, allowing them to identify cost-saving opportunities.

6. Enhanced vendor management

Purchase order software provides a centralized platform for managing vendor information, facilitating better vendor communication, and fostering stronger relationships. It allows for efficient vendor onboarding, vendor performance tracking, and supplier compliance evaluation.

Read More: Vendor Management System (VMS): Benefits, Features & TOP Systems

7. Reporting and analytics

Purchase order software generates detailed reports and analytics, providing valuable insights into procurement trends, spending patterns, and supplier performance. These insights help companies make data-driven decisions and identify areas for improvement.

Features to consider when choosing purchase order

When selecting purchase order software for your organization, it’s crucial to evaluate the following aspects:

1. Customization

Look for software that offers customization capabilities, allowing you to tailor the purchase order templates, workflows, and fields to match your organization’s unique purchasing processes.

2. Integration

Consider whether the purchase order software integrates with accounting or inventory management tools. Integration facilitates a smooth data flow between systems and eliminates duplicate data entry.

3. Interface

A user-friendly interface is essential for ensuring quick adoption and ease of use by your procurement team. Look for intuitive navigation, clear labeling, and a visually appealing design that promotes a seamless user experience.

4. Vendor management

Evaluate the software’s vendor management capabilities, including maintaining a centralized vendor database and tracking vendor performance. These features enable efficient communication and the ability to negotiate favorable terms.

5. Approval workflows

Check if the purchase order software offers customizable approval workflows. It will help you define approval hierarchies and automate the approval process.

6. Reporting and analytics

Consider whether the software provides robust reporting and analytics capabilities. Advanced reporting features give you insights into spending patterns, supplier performance, and procurement efficiency.

7. Mobile accessibility

Look for software that offers mobile accessibility, allowing users to create, manage, and approve purchase orders on the go.

8. Security

Look for software that prioritizes security measures to protect sensitive procurement data. Check for data encryption, user access controls, and regular system backups to ensure the confidentiality and integrity of your information.

How does purchase order software work?

Here’s how purchase order software typically works:

1. Order creation

Users initiate purchase orders by entering item descriptions, quantities, prices, and vendor information. Purchase order software provides customizable templates, making creating standardized and consistent purchase orders easy.

2. Approval workflow

The software allows users to define approval hierarchies and set rules for routing the purchase order to the appropriate stakeholders for review and authorization. It ensures proper authorization and compliance with internal policies.

3. Vendor communication

After approval, the purchase order is sent to the vendor via email or through an integrated vendor portal. The software facilitates seamless communication between the buyer and the vendor, ensuring clear and accurate information exchange.

4. Order tracking

Users can monitor the status of each order, including whether it has been acknowledged by the vendor, when it is shipped, and when it is received. The visibility helps manage delivery timelines and promptly address any potential issues or delays.

5. Inventory management

Many purchase order software solutions integrate with inventory management systems. The integration allows for accurate inventory tracking, ensuring purchase orders are placed based on inventory levels and avoiding overstocking or stockouts.

6. Reporting and analytics

Purchase order software generates reports and provides analytics on various aspects of the procurement process. Users can gain insights into spending patterns, vendor performance, and other key metrics.

7. Integration with accounting

Purchase order software often integrates with accounting systems, automating the invoicing and payment processes. The integration ensures seamless data flow, eliminates manual data entry, and improves accuracy in financial transactions.

How to choose the best purchase order software?

Bottom line

Selecting the right purchase order software is crucial for optimizing your organization’s procurement processes. The 10 purchase order software options mentioned in this article offer several features and functionalities to meet diverse business needs. Remember to carefully assess your organization’s needs, compare features, consider scalability and integration, and evaluate vendor support before deciding. 

Investing in the best purchase order software for your organization will help you streamline your procurement operations, enhance collaboration, and gain real-time visibility. It will also promote data-driven decision-making that contributes to your overall success.

FAQs