Discover the benefits of integrating Zahara’s Purchase Order Software into your finance system and take control of your procurement process today.
With Zahara’s cloud-based PO Software, you can streamline workflows, ensuring that your purchasing activities are transparent, accountable, and efficient. What's not to love? Our software is designed to be quick to implement, getting your team up and running in a matter of hours—not weeks.
Too many finance teams overlook the critical role that purchase orders play in managing company finances—don’t make the same mistake! Zahara’s Purchase Order (PO) Software is designed to help you regain control over your spending, reduce the risks of fraud, and simplify your entire procurement process.
Implementing PO Software can revolutionize the way your finance team operates by providing clear visibility into spending and automating manual processes that often slow down procurement. Zahara’s PO Software not only improves efficiency but also ensures compliance with company policies, reduces unauthorized spending, and minimizes errors. With real-time tracking, you can monitor purchases, approvals, and payments, all within a secure, cloud-based platform.
A Purchase Order, or PO for short, is like a binding promise between a buyer and a seller. It's the official way a buyer says, "I want to buy your products or services." This document is super important because it spells out all the specifics of what's being bought, such as how much, how many, at what price, and when it needs to be delivered.
You might think that only big companies use POs, but that's not the case. Small to Medium Enterprises (SMEs) find them just as useful. Why? Because they help keep purchases clear and organized, which is key for managing finances smoothly. Plus, having everything written down in a PO can really strengthen the relationship between a buyer and a seller. It shows that both parties are serious and professional about the transaction.
A Purchase Order (PO) is a legally binding document from a buyer to a seller, specifying the types, quantities, and agreed prices for products or services. Essential for both large corporations and SMEs, POs streamline the procurement process by ensuring clear terms and efficient Accounts Payable cycles. They facilitate accurate forecasting, minimize errors, and improve supplier relationships, ultimately leading to smoother operations and reduced disputes through clear communication and detailed record-keeping.
Raise Purchase Order 
Request Approval 
Send PO to Supplier 
Raise Purchase Order
Request Approval
Send PO to Supplier
Zahara is truly incredible because it's crafted to be user-friendly for everyone! Any authorised user can quickly generate a purchase order with minimal training. Our ultimate aim in developing Zahara was to ensure accessibility, so the entire interface is thoughtfully designed to be user-friendly in every possible way.
The platform's high accessibility not only streamlines operations but also lowers the overall cost of ownership, as new teams or recruits can take advantage of our helpful guides and quick learning videos. These resources will expertly guide them in harnessing Zahara's full potential so that you can derive maximum benefits from the system, too!
Sending pricing requests is simple and hassle-free. Moreover, our import module empowers you to update product lists and effortlessly access the latest pricing.
You can easily set up alerts in Microsoft Teams, which allows your finance team to carry out their checks seamlessly. Zahara's supplier module offers all these fantastic features and much more!
Requesting pricing is straightforward. Additionally, our import module allows you to update product lists to access up-to-date pricing. You can also set up an alert in Microsoft Teams when a new supplier is created so the finance team can conduct their usual diligence checks. Zahara's supplier module enables you to do all of this and more.
Zahara allows you to create budgets for both departments and projects. These budgets can be granular - against GL codes, or cost centres with flexible periods. They’re easy to set up and allocate. When users create spend requests, they can see how their purchase will affect the budget. Managers can be notified of budgets being exceeded and refer to budgets when making approval decisions.
Budgets provide a framework for your departmental and project spend. They help make sure your high performance teams are spending the right amount, with the right people, at the right time.
Using Zahara's conditions, you can create multi-step approval workflows that involve different managers depending on the situation. It could be that a purchase exceeds a budget or the value requires authorisation from the CFO. Whatever you need, you can specify it and create the perfect approval process in minutes. You can also send emails, change field values and send purchase orders to vendors. The approval process is then a complete workflow with a full audit trail behind every request.
Zahara's mobile app allows staff to record expense requests. These can be stored on in the mobile app until they’re ready for approval. Each line-item can have an individual receipt added either as a photo or a PDF. Once submitted, expenses are routed into separate approval workflows and then processed faster and more easily.
Zahara’s invoice processing software isn’t just about improving the way your finance department operates. The same tools that streamline your accounts payable process will also keep your business safe.
This is partly because automating invoice processing reduces the kind of filing fatigue that leads to human error in something like spotting a fraudulent invoice, but also because our tech is top of the line...
Zahara software uses AI and OCR to scrutinize every invoice, then check it against the database of all other invoices, purchase orders and GRNs you’ve run through it to notice tiny differences that indicate fraud. Something looking fishy? You’ll get flagged before any money leaves your account. Until that time, you can rest easy knowing your assets are safe.
An effective purchase order (PO) is more than just a shopping list; it's a cornerstone of efficient procurement. It should include crucial elements to ensure a smooth transaction. These elements typically consist of:
The era of juggling multiple apps for accounts payable tasks is behind us. Zahara offers a comprehensive solution, allowing you to manage all four essential elements of the AP process within a single application. Additionally, Zahara boasts seamless integrations with numerous well-known financial platforms. For those utilizing custom or on-premise solutions, Zahara provides various options for data exchange, ensuring that every user's needs are met.
Download our free guide to AP AutomationMartin Peirce - CEO & Founder of Zahara Software explains what a Purchase Order is and why they make sense for controlling spend in an organisation as well as adding clarity to the buying process, giving the finance team an advanced warning of expected spend commitments.
Below are some useful tools we have for your purchase order journey.
