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Streamline Your Purchasing Process with Procure to Pay Software

Automate procurement workflows, eliminate manual errors, and gain real-time spend control with our P2P platform.

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Tired of manual purchase orders, lost invoices, and approval delays? Hourglass IT’s Procure-to-Pay (P2P) Software streamlines your entire procurement lifecycle—from requisition to payment—in one intelligent platform.

Whether you're a growing business or an enterprise, our procurement software eliminates inefficiencies, reduces costs, and ensures compliance. Say goodbye to paperwork and hello to smarter purchasing.

Video showing Procure to Pay software process and key features

What is Procure to Pay Software?

A Procure-to-Pay System is a digital solution that automates purchasing workflows, from raising purchase requests to processing supplier payments. Unlike basic purchase order software, a full P2P platform integrates:

Icon representing RFQ creation and quotation management process

RFQ & Quotation

Icon representing requisition requests and approval workflow process

Requisition & approvals

Icon representing easy and quick purchase order generation process

Purchase order generation

Invoice Matching & Processing

Invoice matching & processing

Icon representing supplier management and payment tracking features

Supplier management & payments

Icon representing employee expense tracking and management

Employee Expense

Icon representing fixed asset tracking and management system

Fixed Asset Management

Why Modern Businesses Need a Procurement Management System

  • Manual processes slow you down – Paper-based approvals and Excel tracking lead to errors.
  • Lack of visibility – Without a centralized e-procurement software, tracking spend is a nightmare.
  • Compliance risks – Uncontrolled spending and poor audit trails increase fraud risks.

A P2P system fixes these challenges by automating and securing every step.

Why businesses need a modern procurement management system for efficiency

Key Features of Our Procurement Management Software

RFQ/Quotation for clear Audit Trail

  • Employees (Buyer) submit RFQ and send it to select vendors.
  • Vendors receive RFQ and submit a quotation.
  • Employee (Buyer) receives quotation and negotiates for the best price.
  • Vendor submits the best price for the Buyer to finalize the Vendor.

Intuitive Purchase Requisition Portal

  • Employees submit requests with a few clicks.
  • Auto-routes for approvals based on spend limits.

Smart Purchase Order Automation

  • Generates POs instantly from approved requests.
  • Syncs with your procurement management software to prevent duplicate orders

Three-Way Invoice Matching

  • Matches invoices with POs and delivery receipts.
  • Flags discrepancies to prevent overpayments.

Supplier Self-Service Portal

  • Vendors upload invoices, track payments, and update profiles.
  • Reduces back-and-forth emails.

Real-Time Spend Analytics & Reporting

  • Dashboards show purchasing trends, savings opportunities, and compliance status.
  • Export reports for audits in seconds.

Who Needs Procurement Management Software?

Enterprises with Complex Procurement

Manage multi-department spending with centralized control.

Mid-Sized Businesses Scaling Operations

Automate purchasing without hiring more staff.

Government & Nonprofits

Ensure transparency and compliance in public spending.

How to Choose the Right e-procurement Software

Not all procurement management systems are equal. Look for:

  • Integration capabilities – Works with your ERP/accounting tools.
  • User-friendly interface – Minimal training required.
  • Scalability – Grows with your business needs.
  • Security & compliance – Bank-level encryption and role-based access controls.

Hourglass IT’s solution checks all these boxes—and more.

Guide to selecting the best e-procurement software for your business needs

Hourglass IT’s Procure to Pay (P2P) Software Solutions

Modern procurement demands efficiency, accuracy, and complete visibility—our Procure-to-Pay (P2P) software delivers exactly that. Designed to automate and optimize every step of the purchasing lifecycle, our solution eliminates manual workflows, reduces costs, and ensures compliance across all transactions.

Why choose our P2P platform?

  • End-to-end automation – From RFQ/Quotationto payment, every process is seamless.
  • Real-time spend control – Gain visibility into budgets, approvals, and supplier transactions.
  • Error-free processing – Automated validation prevents duplicate payments and mismatches.
  • Scalable for any business – Whether you're a growing company or a global enterprise.
Create, manage, and track RFQs and quotations for faster procurement

RFQ & Quotation

  • Raise Request for Quotation (RFQ) : Initiate RFQs to suppliers directly through the system.
  • Obtain Quotes : Receive and manage supplier quotes for requested items.
  • Online Negotiation : Negotiate quotes with suppliers in real-time.
  • Finalize Supplier : Select the best quote and convert it to a requisition or purchase order for approval.

Requisition

  • Raise Requisitions : Create requisitions for items via web or mobile platforms.
  • Rate Card Selection : Choose items from approved supplier rate cards.
  • Budget Check : Ensure fund availability against budgets before raising requisitions.
  • Approval Workflow : Approve requisitions through a defined hierarchy and approver list.
Easily raise, track, and approve purchase requisitions online
Create, track, and manage purchase orders in one unified system

Purchase Orders

  • Auto-Create PO : Generate purchase orders automatically from requisitions and email them to suppliers.
  • Manual PO Creation : Manually create and manage purchase orders as needed.
  • Approval Workflow : Approve purchase orders based on an established hierarchy

Receipting / Quality Control

  • Receipt Items : Receive items from purchase orders.
  • Quality Check : Conduct quality checks on received goods to ensure they meet specifications.
Track product receipting and perform quality control checks efficiently
Automate and manage purchase invoices in the procure-to-pay process

Purchase Invoice

  • Invoice Matching : Process both PO-matched and non-PO invoices.
  • Approval Workflow : Approve invoices based on a defined hierarchy.
  • Advance Invoicing : Apply advance invoices to standard invoices for streamlined payments.

Payments

  • Payment Processing : Handle single and batch payments efficiently.
  • Approval Workflow : Approve payments through a hierarchical process.
  • Bank File Generation : Generate payment files for bank transactions.
Track and manage vendor payments in the procure to pay workflow
Manage and track petty cash expenses in the procure-to-pay workflow

Petty Cash

  • Advance Vouchers : Manage advance vouchers for petty cash expenses.
  • Voucher Booking : Book and track petty cash vouchers and payments.
  • Approval Workflow : Approve petty cash invoices through an established hierarchy.

Inventory

  • Inventory Management : Maintain detailed records of inventory for goods.
  • Automatic Valuation : Automate inventory valuation processes.
  • Reorder Levels : Set minimum and reorder levels to manage stock effectively.
Track and manage inventory within the procure to pay process
Track and manage fixed assets in the procure to pay workflow

Fixed Assets

  • Asset Tracking: Monitor asset locations and statuses for improved oversight.
  • Physical Verification: Conduct efficient audits to confirm asset existence and condition.
  • Asset Reporting: Generate comprehensive reports for informed decision-making and compliance.
  • Automated Depreciation Calculation: Streamline depreciation processes with precise, automated computations.

Expenses

  • Expense Reporting : Create and submit expense reports through the 4D Expenses app.
  • Approval Workflow : Approve expenses via a hierarchical process.
  • System Integration : Interface approved expenses with the 4D purchase invoice application.
Monitor and control expenses across the procure to pay workflow

Transform your procurement operations with a system that’s flexible, powerful, and easy to use. Discover how our P2P software can drive efficiency, cut costs, and simplify compliance—all in one platform.

Ready to Modernize Your Procurement?

  • Book a free demo of Hourglass IT’s Procure-to-Pay Software today!
  • See how 30% faster approvals, 20% cost savings, and 100% compliance can transform your operations.

Schedule Demo Now | Contact Our Experts

Frequently Asked Questions (FAQs) – Procure-to-Pay Software Solutions

What is the difference between procure-to-pay and eProcurement software?

While both streamline purchasing, procure-to-pay (P2P) software covers the complete cycle from requisition to payment, including invoice processing. eProcurement software typically focuses just on the buying process (sourcing, contracts, and purchase orders). Our solution combines both for end-to-end automation.

How does procure-to-pay software reduce costs?

Our procurement management system delivers cost savings by:

  • Enforcing policy-compliant purchases to prevent maverick spending
  • Automating 3-way matching to eliminate overpayments
  • Capturing early payment discounts through faster processing
  • Reducing manual labor by up to 70% through workflow automation

Can your purchase order software integrate with our existing ERP?

Yes! Our procurement software seamlessly integrates with:

✔ SAP ✔ Oracle ✔ NetSuite ✔ QuickBooks ✔ Microsoft Dynamics

We also offer API connections for custom systems to ensure smooth data flow between finance and procurement.

What security features does your procurement management software include?

Security is built into our P2P platform with:

  • Bank-grade encryption
  • Role-based access controls
  • Complete audit trails for every transaction
  • Regular penetration testing

How long does implementation take?

Most businesses go live in 4-6 weeks with our guided onboarding.

How quickly can we see ROI after implementation?

Most clients achieve full ROI within 6-12 months through:

  • 30-50% reduction in processing costs
  • 20% faster invoice approvals
  • 15-25% savings from better spend visibility
  • Our customers typically process 3x more transactions with the same staff.

Do you offer mobile access for approval workflows?

Absolutely. Our procure-to-pay solution includes:

  • iOS and Android apps for approvals on-the-go
  • Real-time notifications for pending requests
  • Mobile dashboards for spend tracking

Approvers can review and sign off purchases from anywhere, eliminating bottlenecks.

What support is included with implementation?

We provide:

  • Dedicated onboarding specialist
  • 24/7 technical support
  • Account manager for strategic guidance

We provide full training and support throughout the process.