Manage Procurement
With Clear Visibility
Handle the financial side of purchasing from order through payment with proper controls and detailed audit trails.
Back to HomeWhat This Service Delivers
Procurement involves multiple steps between deciding to purchase something and actually paying for it. Each step needs proper documentation and authorization to maintain good financial controls. When these steps aren't managed carefully, you end up with commitments that weren't properly approved, payments made for items never received, or vendor relationships strained by payment delays.
This service handles the accounting aspects of your procurement process. We process purchase orders, track what's been received, match invoices to orders, ensure proper approvals are in place, and manage the payment cycle. Everything gets recorded accurately in your accounting system with a clear audit trail showing who authorized what and when.
The result is procurement that runs smoothly, vendors who get paid on time, spending that stays within authorized amounts, and records that clearly document your purchasing decisions and their financial impact.
The Challenge You're Facing
Disconnected Process Steps
Purchase orders, receiving documentation, and invoice processing often happen in separate systems or on paper, making it difficult to see the complete picture of what's been ordered, what's arrived, what's been paid, and what's still outstanding. This disconnect creates confusion and errors.
Authorization Gaps
Without clear controls, purchases can be made that exceed budget authority or bypass approval requirements. By the time someone notices, the commitment has already been made and it's awkward to unwind. This creates tension and makes it harder to manage spending effectively.
Payment Timing Issues
Invoices get lost, approval chains stall, or matching problems delay payments to vendors. This can damage important supplier relationships and sometimes costs you early payment discounts. Late payments also reflect poorly on your organization's professionalism.
Our Approach to Procurement
We manage the full procurement cycle from a financial perspective. When someone needs to make a purchase, we process the purchase order and ensure it has proper authorization. When goods or services are received, we record that receipt and match it to the original order. When invoices come in, we verify them against both the purchase order and what was actually received before processing payment.
This three-way matching process catches errors like being billed for items not received, price discrepancies between the order and invoice, or duplicate invoices. It also ensures that payments only happen for properly authorized purchases that were actually received.
Throughout the process, we maintain detailed records that show the complete history of each transaction. This creates an audit trail that clearly documents authorization, receipt, and payment, making it easy to answer questions about what was purchased, why, and how much was paid.
Purchase Order Processing
Creating and tracking purchase orders with proper authorization and budget verification
Receipt Documentation
Recording what was actually received and matching it to the purchase order
Invoice Verification
Three-way matching of invoices to purchase orders and receipts before payment
Payment Management
Timely vendor payments with proper documentation and reconciliation
Working Together
When someone in your organization needs to make a purchase, they submit a request that comes to us for processing. We verify that proper authorization exists, check that budget is available, and create the purchase order in your system. The order gets sent to the vendor, and a copy goes to whoever will be receiving the goods or services.
When items arrive or services are completed, the receiving party confirms what was actually received. We record this information and match it to the original purchase order. When the vendor's invoice arrives, we verify it against both the purchase order and the receipt documentation before approving it for payment.
We also provide regular reporting that gives you visibility into spending patterns, open purchase orders, pending payments, and vendor activity. This helps you understand where money is being committed and spent, making it easier to manage budgets and make informed purchasing decisions.
Order Processing
Creating purchase orders with proper authorization and budget checks
Receipt Matching
Verifying what was received against what was ordered
Payment Processing
Ensuring vendors get paid accurately and on time
Investment & What's Included
Complete procurement accounting from order through payment with detailed audit trails and spending visibility
What You Receive
Purchase order creation and processing with authorization verification
Receipt documentation and matching to purchase orders
Three-way matching of invoices to orders and receipts before payment approval
Vendor payment processing with proper timing and documentation
Complete audit trail maintenance for all procurement transactions
Monthly reporting on spending patterns, open commitments, and vendor activity
Vendor account reconciliation to ensure all obligations are properly tracked
Support for resolving discrepancies and addressing vendor payment questions
The Value Beyond Price
Proper procurement controls prevent unauthorized spending and ensure you only pay for what you actually received at the prices you agreed to. The detailed audit trail protects you during financial reviews and makes it easy to answer questions about purchasing decisions.
Regular reporting gives you visibility into spending patterns that helps with budget planning and vendor relationship management. Knowing what's been committed, what's arrived, and what's been paid helps you make more informed decisions about future purchases.
How Results Show Up
In the first month, we focus on understanding your current procurement workflow and integrating our processes with it. You'll start seeing purchase orders created more consistently and the matching process catching discrepancies that might have been missed before. This sometimes reveals issues that existed in your previous process.
By the second month, the procurement cycle becomes more predictable. Vendors start getting paid more consistently because the matching and approval process is systematic. You have clearer visibility into what's been ordered and what obligations are outstanding. Questions about vendor payments get answered quickly because the documentation is organized.
Over time, the main benefit is having confidence that your procurement process is under control. You know that purchases are properly authorized, you're only paying for what was actually received, and you have complete documentation if questions arise later. This reduces stress and makes budgeting more reliable.
What You'll Experience
- • Clear documentation of all purchase authorizations
- • More consistent vendor payment timing
- • Better visibility into spending commitments
- • Reduced discrepancies between orders and payments
- • Complete audit trails for all procurement transactions
Realistic Timeline
- Month 1: Process integration and documentation setup
- Month 2: Smoother workflow and improved payment timing
- Month 3+: Stable operation with clear spending visibility
Our Commitment to You
Procurement accounting requires balancing several competing needs. You need proper controls to prevent unauthorized spending, but you also need the process to move quickly enough that operations aren't delayed. You need thorough documentation, but not so much complexity that people avoid using the system.
We're committed to finding that balance for your organization. The controls we implement are proportionate to your risks and scale. The documentation we require serves a clear purpose rather than existing just for its own sake. When the process creates friction that isn't adding value, we adjust it.
We also understand that vendor relationships matter. Late payments or excessive back-and-forth about invoices can damage those relationships. Part of our job is ensuring vendors get paid accurately and on time, which helps maintain the good relationships your organization depends on.
What We Stand Behind
- Controls that protect without creating unnecessary bureaucracy
- Documentation that serves clear purposes and supports decision-making
- Timely vendor payments that maintain good supplier relationships
- Clear reporting that gives meaningful visibility into spending patterns
Getting Started
First Step: Process Review
We'll discuss your current procurement workflow to understand how purchases are requested, authorized, received, and paid for today. This helps us identify where our service can add the most value and how to integrate with your existing operations.
What Happens Next
If the service seems like a good fit, we'll map out the integration points between your team and our processes. We'll clarify who needs to be involved at each step, what information needs to be communicated, and how we'll handle exceptions or unusual situations.
The first month involves setting up the documentation systems and training key people on the new workflow. We typically start with a subset of your procurement activity to work out any issues before expanding to full coverage.
What We Need From You
Access to your accounting system and procurement tools, authorization limits and approval requirements, vendor contact information, and involvement from whoever currently handles purchase orders and invoice processing. We'll also need clarity on reporting requirements and who should receive monthly updates.
Ready to discuss how we might help with your procurement accounting?
Start a ConversationLet's Talk About Your Procurement Needs
If you need better visibility into purchasing commitments or want to strengthen controls around procurement spending, we'd be happy to explore whether this service could help.
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