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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—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.

FAQ:

What is a typical purchase approval process like?

Every organisation is different but we do see a lot of similarities. We recommend you divide your company into departments or what we call Divisions. The first approval step is typically the budget holder or division head. The second step might be a senior manager or general manager. There could be a third approval step for the finance head. The workflow can include messaging a buyer with the outcome – “yes place the order” or “order sent to supplier” or on reject telling them what’s wrong. The workflow is divided into steps (hence the expression multi-step approval workflows) and each of these workflow steps can have conditions to decide whether to do the step or not.

Why use Zahara and not our own finance system?

Is that the sound of clunk we hear? Is your finance system designed for finance people and not everyday buyers? Simply put, Zahara is the kind of software that everyone in the business can use, regardless of their role, no matter how occasional they will need to raise a purchase request. Your finance system may be too complicated or you may find that it’s licensing costs are prohibitive. Zahara is a great finance add-on and it will knock spots off the built-in functionality of your clunky finance system.

What’s the ROI of a Purchase Order System

Every business is different, but there are many cost savings that can be gained from setting up a purchase order system. We think your annual Zahara subscription will be recouped in 3 – 6 months by introducing approval workflows and cutting back on waste – the wrong supplier at the wrong price – and also with efficiency gains from it being much easier to buy something without a paper trail.

Who is Zahara best suited to?

Without a doubt, Zahara fits in really well with service-based businesses. Anyone who buys stock will probably want stock control and may be better suited to use their finance system. If you are a service-based business like a charity, construction, real estate, sports team or events company, reading this, you will likely empathise with our messaging around cost controls and want to streamline how you buy. If you use one of the finance systems we already work with, then Zahara is a great fit for you and will plugin to your world relatively easily and quickly.

Conclusion to the best PO system.

In conclusion, while there are numerous options available in the market for PO systems 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!