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Looking for the Best PO System?

A Purchase Order (PO) System is essential for streamlining how your organization procures goods and services. By implementing the best PO system, you’ll bring structure to your procurement process, ensuring better control over spending and operational efficiency.

If your current process feels cumbersome, time-consuming, or error-prone—whether you’re relying on manual Excel sheets or a patchwork of 365 PowerApps—it’s time for an upgrade. Adopting a robust software solution like Zahara can transform the way you manage purchases by offering a full audit trail for every transaction. This feature is invaluable not only for tracking your spending but also for meeting compliance and auditing requirements.

With the best PO system in place, you’ll have full visibility over your procurement cycle, eliminating manual errors and reducing approval delays. Zahara’s scalable solution gives you real-time insights, improves collaboration across departments, and provides a centralized record of all purchases. Say goodbye to ad-hoc processes and hello to a seamless, automated system that grows with your organization’s needs.

Upgrade your AP process today and experience the benefits of the best PO system for greater control, less effort, and complete peace of mind.

Zahara might just be the best PO system available, allowing you to control spend effortlessly. With seamless integration capabilities with Sage, Sage Intacct, Xero, Microsoft Dynamics 365 (Business Central), MYOB, and more, Zahara ensures a streamlined experience for managing your purchase orders. Our user-friendly process involves raising a purchase order, requesting approval, and sending the PO to the supplier, all with just a few clicks. Enjoy the benefits of Zahara’s turn-key onboarding experience, providing you with an easy and hassle-free setup. With real-time insights, improved collaboration, and a centralized record of all purchases, Zahara’s scalable solution is the perfect choice for efficient spend management.

The best PO system should be easy to use.

Your teams will be discerning users of software already. They will know what’s good and what’s complicated. And quite frankly who wants to waste hours learning something new. If software is designed well, with simplicity in mind, a typical buyer, approver or finance person should be able to create or find purchase orders with minimum effort.

Our PO software ticks all the boxes for a fast deployment and quick take-up. We have an extensive library of videos and a help articles for those that want to get going right now. But we also provide a full, turn-key onboarding experience from our team who can consult, setup and train you and your users.

Managing your suppliers and product lists.

Part of the opportunity to set up the best PO system is the chance to review your existing suppliers.

Zahara makes it easy to buy better. You can disable suppliers so your buyers can no longer see them, but all of the history is secured. You can categorise suppliers and import whole product catalogues. Ultimately, you can ensure your buyers are using the right suppliers, with the right terms, and buying products at the right price and with the right discounts.

Why budgets empower teams.

Budgets. Where would we be if we didn’t have the discipline of spending against a pre-set budget? But are your teams/departments or divisions aware of what they can spend today, next month or quarter?

Zahara plays a key role in financial management. It allows for the creation of budgets for both departments and projects, empowering teams to be more autonomous. Each spending request can be viewed alongside the corresponding budget. Approvers can quickly intervene to prevent a budget from being breached or can be notified to make an approval decision if the budget is at risk of being exceeded. This approach enhances business processes and ultimately adds value to the bottom line.

Approval workflows that speed you up.

Approval workflows that work for you. That’s what we offer with Zahara. The ability to create – straight out of the box (if we had one) – a simple or very sophisticated approval flow that doesn’t require any code or script or the brain dominance of a rocket scientist. Simply put the steps you want in the right order and any conditions that will determine whether the CFO will need to approve or not.

Our customers have helped us create the multitude of options we offer including steps like approvals, group approvals and sending a purchase order to a supplier. We then have multiple condition options so that people are only asked to approve under the right circumstances. Like price. And we handle all the things you will think of like holiday settings and delegations.

Staff Expense Approval and Payment

You may want approvals for ad-hoc staff expenses without the bells and whistles of a dedicated expenses system. We offer that as well. The ability to create expense claims on a mobile app that are then submitted for approval.

And with our integrated payments module, it will be possible to pay an expense claim instantly following approval. We are committed to providing the best accounts payable automation and invoice processing software we can for a fully integrated purchase to pay solution. The starting point though, is a purchase order system.

The Best PO System FAQ:

What is a typical purchase approval process like?

Every organization approaches the purchase approval process differently, but there are many commonalities across industries. Typically, the process starts by dividing the business into distinct departments, often referred to as divisions. For the best results, the approval workflow usually involves the following steps:

1. First Step: Division or Budget Holder Approval
   The initial approval is often granted by the budget holder or division head. This step ensures the purchase aligns with departmental budgets and priorities.

2. Second Step: Senior Manager Approval
   A senior manager or general manager may serve as the next checkpoint to ensure larger purchases align with organizational objectives.

3. Third Step: Finance Head Approval
   For high-value purchases or critical procurement, the finance head often provides the final approval, ensuring compliance with financial policies.

Each of these steps can include notifications or messaging to buyers. For example:

• “Order Approved – Place with Supplier”
• “Order Sent to Supplier”
• “Order Rejected – Reason: Insufficient Details”

Using Zahara, you can design multi-step approval workflows tailored to your needs. These workflows also include conditional steps that dynamically adjust based on factors like department, spend limits, or supplier status. To learn more about purchase approval best practices, check out Investopedia’s guide to procurement management.

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Why use Zahara instead of our own finance system?

Does your finance system make a “clunk” noise when you try to use it? That’s because many finance systems are built for accountants, not for the everyday employee who needs to raise a purchase request. Zahara is designed to be intuitive and user-friendly for everyone in your business, regardless of their technical expertise.

Here’s why Zahara stands out as the best PO system:

• Ease of Use: Employees can quickly create purchase requests without needing extensive training.
• Cost-Effective: Finance systems often come with high licensing fees, while Zahara offers affordable pricing that delivers fast ROI.
• Enhanced Functionality: Zahara’s advanced features, like multi-step approvals, detailed cost controls, and supplier management, often surpass the built-in features of traditional finance systems.
• Seamless Integration: Zahara works as a powerful add-on to your existing finance software, enhancing its capabilities without the need for a complete overhaul.

For an in-depth comparison of finance systems, consider this comprehensive overview from Gartner.

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What’s the ROI of a purchase order system?

The return on investment (ROI) of implementing the best PO system, like Zahara, can be significant. While each business will experience different benefits, Zahara consistently delivers cost savings in the following ways:

• Faster Approvals: Eliminate bottlenecks and delays with automated workflows.
• Reduced Waste: Avoid using the wrong supplier or paying inflated prices with built-in cost controls.
• Time Savings: Streamline procurement processes, cutting out the inefficiencies of manual paperwork.
• Visibility and Reporting: Gain clear insights into spending, helping you make smarter purchasing decisions.

Most businesses recoup their investment in Zahara within 3 to 6 months thanks to these efficiencies. You can learn more about ROI calculations and purchasing strategies from CIPS (The Chartered Institute of Procurement & Supply).

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Who is Zahara best suited to?

Zahara excels as the best PO system for service-based businesses. If your organization does not require stock control but values precise cost management and streamlined purchasing, Zahara is the ideal solution.

Here are some examples of industries where Zahara thrives:

• Charities and Nonprofits: Control spending and stay within grant budgets.
• Construction Firms: Manage supplier costs and streamline month-end reconciliations.
• Real Estate Companies: Simplify vendor approvals for maintenance and repairs.
• Sports Teams and Event Planners: Track expenses and approvals for events or team operations.

Zahara is also an excellent fit if you use one of the popular finance systems we integrate with, such as Xero, QuickBooks, or Dynamics 365. For more on streamlining procurement in specific industries, visit Forbes on construction cost management.

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Why is Zahara the Best PO System?

When searching for the best PO system, it’s essential to find a solution that balances ease of use, cost-effectiveness, and advanced functionality. Zahara ticks all these boxes by offering:

• User-Friendly Workflows: Empower every employee to participate in the purchasing process without needing training on complex software.
• Customizable Approvals: Build approval workflows that align with your business’s unique needs.
• Powerful Integrations: Zahara enhances your current finance software rather than replacing it.
• Cost Control Features: Ensure every purchase is within budget and compliant with organizational policies.

By choosing Zahara, you’re not just implementing software—you’re investing in a solution that drives efficiency, reduces costs, and brings clarity to your purchasing process. For more insights on the benefits of purchase order systems, check out TechTarget’s guide to purchase management software.

Conclusion to the best PO system.

In conclusion, while there are numerous options available in the market for the best PO system aimed at accounts payable automation, our product stands out due to its exceptional customisability and affordability. We understand that every business has unique needs, and our solution is designed to adapt to those requirements seamlessly. If you’re looking to enhance your accounts payable process without breaking the bank, we invite you to reach out for more information. Let’s find the perfect solution for your organisation together!