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Consumer Guide: Purchasing Software for your Business

Purchasing Software for Procurement Department


Bellwether Purchasing Software, helps small and mid-sized organizations reduce costs, gain organizational control overspending, and improve regulatory compliance. There are many businesses who need help automating their purchase order process and that’s when they see the advantages of purchasing order systems that can help make their business more efficient and productive. Here is a list of the top purchasing system on the market and what they aim to do.

Procurify: This procurement solution allows businesses to easily design a workflow of tasks from approval routing to cost allocation.

SpendMap: SpendMap aims to cost-effectively automate and streamline purchasing processes using SaaS and On-Premise Purchasing Management Software.

eRequester: This purchasing order system helps businesses gain insight into spending and simplifies the requisition-to-approval process while providing real-time visibility with a complete audit trail.

Coupa: Coupa is considered a “Business Spend Management” platform for the procurement to expense processes that helps businesses save money.

Sage Intacct: Sage Intacct allows businesses to create structured workflows that give your business more control over spending and help automate the purchase order process.

What does purchase order software do?

Purchase order system allows businesses to easily automate and control spending from one simple platform. With 90% of business using manual methods of tracking purchasing, using a simple spreadsheet can become difficult for a growing business to manage their POs. Cloud-based purchase order and e-procurement solution allows you to easily automate your workflows, making a once stressful task more simple and manageable while eliminating redundancy from the entire process, helping to improve efficiency and productivity.

Easy-to-use procurement software

What are the key features of a purchase management order software you must consider?

As you can see from our list above, most purchase order software is meant to do the same thing: automate and control spending while helping businesses design a workflow that makes them efficient and productive. While there are many benefits to this type of system for businesses, it’s important to choose the correct one that will help improve the procurement process. There are a few things you have to consider when deciding which PO system is best for your business:

Vendor Database

A database lets you to track information about vendors while allowing you to see order history and payment as well as service terms. When you want to compare vendors, a database is essential to help you make crucial businesses-affecting decisions. You can easily find who your biggest customers are and remind yourself of the service terms to make sure you’re doing everything you can to add value to your existing customers.


When it comes to productivity in the workplace, automation is crucial. If you’re currently tracking your POs in a spreadsheet, you know how time-consuming it can be. Instead, automation of purchase order management software and procurement solution allows you to create purchase orders easily and handle recurring orders. Instead of typing up all of the necessary purchase information into spreadsheets, good procure to pay software keeps crucial information on file for so that you don’t have to go searching through your computer.

PO Documents

Because purchase order management can often be time-consuming and difficult without the right documentation, it’s important that your procurement management and procure to pay system creates documentation that allows you to easily track procurements inside your business and creates beneficial communication between yourself and your vendors. Good e-procurement system should show you the details of each PO including who made the requisition, who the customers is, what items were purchased, and when it was created.


Tracking is important for both your business and your customers. It’s crucial for production as it helps them plan their day and prepare for future POs, while it’s important for your customer service team to be able to find information on tracking customers’ products. This is vital information for any business because it helps manage customer service issues along with tracking employee efficiency and productivity.

Approvals and Requisitions

When many businesses first start out, they don’t have a clearly defined purchase order requisition and approval process that makes it difficult to control costs. E-procurement software will help implement a more manageable approval, requisition, and review process that helps to control costs and make sure every step of the process is as efficient as it can be.

Matching Purchase Orders with Invoices

While a purchase order lists all of the items that are to be shipped, invoices are the documentation of what should be paid and by when. Purchase Orders may list pricing, but they are not an invoice, so it’s important that your purchasing order solution can automate the process of turning a PO into an invoice that you can send to your customers and keep on file. Instead of having to look up a customer’s purchase order to create and/or find their invoice, good purchase ordering system should be able to automatically do this for you each time a new PO is created.

What are the different types of procurement system?

P2P Suits

Most procure-to-pay suites are cloud-based and are all-purpose tools for purchase order management. They automate all tasks that need to be done under the procurement process, from PO management to invoicing and everything in between. P2P easily allows for automated approvals and requests for quotes that will improve workflows and help businesses stay efficient. For businesses who have been using spreadsheets for purchasing, P2P suits will dazzle and delight.

ERP Tools

This type of solution has a procurement module that can handle purchasing, but can’t handle all of the functions that more robust procurement system can. ERP tools are also not as user-friendly and instead of simplifying the process, can make it more difficult.


There are PO apps out there that are meant to serve specific functions and can help improve workflows, but they are not ideal for larger businesses who need a robust and comprehensive PO system.

What is a Purchase Order System?

A purchase order system refers to your business process for managing purchase orders. Whether you use a manual system with paper or a digital one, you have a purchasing system. Your PO system may vary from other business’.  You may be in a different industry, have a different type of business, or have built the business yourself from the ground up and made your own purchasing requisition software.

How Does My Business Use POs?

If you have a small business, you may think that your POs can just be typed up in Microsoft Word and that’s it. However, if you want to use these purchase orders to your advantage, you need to set up a defined purchasing system. The best way to do this is with e-procurement solutions.

A more automated system will help you generate unique PO numbers for each PO document. These numbers can then be looked up in the system and even matched to corresponding invoices. Think of your accounts payable department who needs to be able to quickly check that each invoice matches a purchase order before paying it. You’ll make your employees’ jobs a lot easier, which will make them more productive each day.

Manual Purchase Order Systems Vs. Automated

Most businesses start with a manual paper-based system because it’s easier at the the time than purchasing procurement software. However, in the long run, keeping up with all of the paperwork can become chaotic and difficult.

A single purchase involves records of quotes, order acknowledgments, notes, packing slips, invoices, and of course, the PO. If you have a manual system, you may lose these documents, or worse, input the wrong information that can be disastrous and cost your business money. That’s why many businesses, no matter their size, are making the transition to digital, automated procurement.

Your purchase order system should be able to generate purchase orders quickly. They’ll also track the paperwork for each order and match relevant documents together so that you don’t have to. If record-keeping is not your strong suit, you’ll benefit from digital procurement systems that simplify record-keeping and protect them from damage.

PO Software and ROI

Many of our customers come to us because their manual processes are no longer effective. However, they are also wary about investing in PO system when their manual system is free.

These customers quickly realize that PO software offers a significant return on investment(ROI). Because the system saves time in all aspects of the procurement and purchasing process, businesses are saving money. Their employees are able to do more, complete more tasks, and focus on the tasks that really matter. Automation is key for remaining ahead of the competition in the business world.

How to simplify your purchasing system with Bellwether purchase software

Create and Send Purchase Orders

Cut down on the time it takes to make purchase orders. Instead, create and send purchase orders in seconds with Bellwether. The small business purchase order software fills in the details automatically so that you can send the order to your vendor quickly.

Track Spending

Web based purchase system stores and sorts your purchase orders in one location so that you can track your spending and search through past POs.

Understand Spending

Get a breakdown of company spending so that you can understand your spending. You’ll also be able to identify who is doing the spending, why it was spent, and where the money is going. Gather the data and set policies for a better spend culture and put a stop to maverick spending.

Save Time and Company Money

Set up catalogs of your pre-approved vendors and their products so that your team can easily negotiate preferred rates.

Organize Purchasing

Consolidate purchases into a single PO to save on shipping costs, make it easy on your vendors, and minimize paperwork.

Why Is Purchasing and Inventory Software Good For Your Business?

Reduced Manual Intervention

By digitizing and automating the purchasing process, you can eliminate a lot of manual intervention. This will save them time and reduce errors that occur to improper data entry.

Saved Operational Costs

Purchasing and Inventory management software speeds up the entire purchasing process and can save your business up to 65 percent in operational costs.


Make sure everything is on track with the complete transparency that cloud-based PO software offers. You can view the status of all open POs on your computer, mobile phone, or tablet wherever you are.

Which Software is Right for My Business?

Before you buy PO system, you must know yourself and your business.

If you work in direct procurement

If you buy raw materials or goods for production, then an ERP solution with an added procurement module might be right for you. You’ll need your software to handle non-procurement functions, such as vendor-managed inventory. This type of software will work when you need procurement as part of the larger list of functions.

If you handle direct and indirect purchasing

If you handle any type of purchasing, P2P is right for you because it gives you the added functionality to cover a broad range of procurement-related functions.

If you handle purchasing for a department or are trying to control expenses in one area

You would still benefit from digital procurement solutions. However, you may not need as robust a procurement software as you think. Many offer just purchase manager software that can help you control spending in one area and handle all of the purchasing for one department.

The best purchasing and inventory software will scale your business’ needs. You shouldn’t pay for a complicated system designed to work on a large scale if you are a small business. You also want to make sure to get the procurement software that can grow with your organization. Cloud-based procurement software, such as Bellwether, is designed to scale to your needs.

If you have worked only with a manual purchasing system in the past and want to implement a new, automated system, start out right with the one that’s easiest to use.

All in One, Cloud-based Purchase Order System

Founded in 1985, Bellwether E Procurement Software, helps small and mid-sized organizations reduce costs, gain organizational control over spending, and improve regulatory compliance through implementation of our procurement management software and online spend management SaaS based solutions.

Whether you’re looking for simple procurement software or a more robust system, Bellwether has options that can suit your needs.

Bellwether EPMX software is great for companies looking for a robust, fully-functional purchasing solution. is a complete, E procurement management software suite that offers full features and functionality suitable for organizations of all sizes.


Related Links:
Software for Purchase Order | Purchasing Manager Software | Online Purchase Order System | Purchase Requisition Software | Quickbooks Procurement Software

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  • “Since centralization and implementation of Bellwether Purchasing Software, employees cannot simply buy what they want. Now they are more informed. We have tools. We have better contract com- pliance, and we know what we spend. Bellwether Purchasing Software is a small investment, considering the ROI. A small financial investment upfront pays for itself many times over in the long run.”

    Louis Nicolosi,
    St. Anns Community

  • "The reports that Bellwether provides for inventory, receiving and purchasing are invaluable tools, like the PO status report. Anyone looking to save time, paper and labor should invest in Bellwether Purchasing Software. Tower has been a customer for over 20 years."

    Kathi Weldon,
    Tower Federal Credit Union

  • "We have very good experience with Bellwether Purchasing Software to control all our inventory products! Simple to use, and very accurate"

    James Muir,
    Arbella Insurance Warehouse (Insurance)

  • “When we implemented Bellwether Purchasing Software, the first thing we realized was a huge time savings. It cut our processing time in half. For example, the Lawson purchasing package required 12-15 clicks to get a printout of a PO. PMX requires 2 clicks. With 30-40 thousand purchase orders per year, the time savings were very significant. JNL first purchased Bellwether as a stand-alone system, but when new programmers came on board, they recommended that we upgrade to the new version. I don’t know how we functioned before Bellwether Purchasing Software."

    Lynn Arnston,
    Jackson National Life Company

  • "With two campuses and state laws requiring procedures for purchasing, Bellwether Purchasing Software has made my life easier."

    Denise White,
    Benton County School of the Arts (Higher Education)

  • "Our purchasing system was a manual excel spreadsheet. Very time consuming and not very user friendly. Bellwether Purchasing Software saves us time and makes purchasing much easier."

    Anna Couto,
    Canadian College of Naturopathic Medicine (Higher Education)

  • "Bellwether Purchasing Software has provided a revolution int the manner in which our company procures support material. We haven't been using this software very long, but i am sure we will realize additional benefits as we continue."

    Gary Sutton,
    Cincinnati Thermal Spray (Manufacturing)

  • "We immediately realized at least a 25% reduction in processing time when we implemented Bellwether Purchasing Software"

    Betty Trainor,
    Budget Motels, Inc

  • "The reporting features have helped me greatly. We have a report called Unmatched receivers that we did not have anything like it in our old system (MP2)."

    Shannon Ritter,
    Cincinnati Thermal Spray, Inc (Manufacturing)

  • "Adding Adhoc items to purchase orders is as easy as it gets with Bellwether!"

    Robert Sunday,
    CTS (Manufacturing)

  • "Has made the approval process easier by auomatically forwarding on to the next approver and providing notifications when a req is approved. Saves time by not having to constantly check to see if your req is approved."

    Kevin Kendall,
    CTS (Manufacturing)

  • "We use the Purchasing module a great deal as we generate a lot of ongoing purchase orders. The blanket PO is great, and the ability to track PO’s really helps. Now, I can put releases against a blanket PO and generate a concise, accurate report that accesses the history of the PO and supplies all the information that I need. The Requisitions module and the Receiving modules are also excellent and easy to use. The reports and historical records that all of the modules generate are invaluable tools for our organization."

    Lee Lee Raley,
    St. Mary's County Metropolitan Commission

  • "It makes purchasing so much easier."

    Amber McBride,
    CTS-Texas (Manufacturing)

  • "It has helped the company stay organized. We're very close to our budget because of Bellwether Purchasing Software, and for that, the company is very grateful!"

    Elizabeth DeLuca,
    Dicerna Pharmaceuticals (Healthcare)

  • "It has made me more efficient with running reports and researching solutions to various Procurement functions"

    Lisa Lee,
    Digital Risk (Financial Services)

  • “Watching vendors used to be impossible. Now, it is easy. Bellwether Purchasing Software can easily manage all the data flow, and this frees up managers’ time to look for competitive vendors.”

    Michael Allen,
    Allen Management

  • "Bellwether Purchasing Software has simplified our purchasing program"

    Paul Walsh,
    MA Dept of Public Health (State Government)

  • "The Bellwether Purchasing system has helped me orginize my quotes. It has also saved me time reviewing the quotes since I can export all the information in to into excel."

    Trevor Mentink,
    Manitowoc Cranes (Manufacturing)

  • "With a number of regional operating facilities our previous PMX setup required working through a remote setup. This was incredibly slow and we were limited to the number of users that could be logged in at a given time. New Bellwether Purchasing Software has increased our productivity and given us greater flexibility with writing purchase orders and preparing RFQs. We don't take full advantage of all the Bellwether features but what we do use has been bettered dramatcially."

    Adrian Domek,
    Natgun Tank Corporation (Manufacturing)

  • "We have been pleased with Bellwether Purchasing Software and are in the process of upgrading our current version to the newest version. With the new version, we won’t have to be dependent on local network reliability and traffic, and we will be able to use Bellwether Report Writer for all kinds of special reports. Also, as we grow, we have more Bellwether users. Currently, we have about 200 employees that use the Bellwether system, so the higher-octane version of Bellwether will allow us to process large amounts of data in a more efficient and timely manner. For the future, we may look at integrating Bellwether Purchasing with our accounting software, which Lawson provides.”

    Richard Karstensen,
    Detroit Newspapers

  • "Makes quoting a lot easier to our customer."

    John Weber,
    Ottenweller Company (Manufacturing)

  • "Bellwether Purchasing Software has allowed Precon to streamline the purchasing process through their easy-to-use menues. The cloud hosted access by Bellwether always ensures us that our data is backed up and the support in this area is fast and resolves any issues promptly. Love Bellwether Purchasing Software !"

    Deborah Dupree,
    Precon Tank Corporaton (Manufacturing)

  • "We moved from the application server based PMX software to Bellwether Purchasing Software recently. The hosted solution has had a great impact on the amount of time our Technology department has spent on support of this application. A great move and suggested for anyone who needs to lessen the internal support burden."

    Adam Rozek,
    State Employees Federal Credit Union (SEFCU) (Financial Services)

  • "Bellwether Purchasing Software has helped use streamline our purchasing process. The software was easy to implement and we have been able to reduce printing costs now that we are no longer using a paper based system. Thank! Belllwether"

    Phillip Morris,
    Thomas Road Baptist Church (Non-Profit)

  • “Being from a small university, Bellwether Purchasing Software is priced right for a small budget, but with the feel of a high-priced system. The modules have more check-offs to avoid double entries than other bigger packages.”

    William Agosta,
    St. Francis University

  • “Bellwether Purchasing Software is an affordable system that doesn’tcompromise on functionality or ease of use. Our department can now do twice the work in half the time. Bellwether has saved us thousands of dollars in administrative costs and bargaining clout. That’s money that goes straight to the bottom line.”

    Terry LaRock,
    Silicon Valley Bank

  • “Warehousing used to be a big problem for us. Our warehouse was overrun with supplies. With Bellwether Purchasing Software, we can order  according  to usage. It’s a good product. We made the right choice.”

    Tammy Vogel,
    Arizona Department of Veterans Services

  • “Because we are a state-funded college, we are required to conduct business in a certain way. For instance, we are required to bid out all goods and services. We have many repetitious items from year to year, so the material file, which contains all those items and their descriptions, really cuts down on the amount of work required to put a bid together. Everything is already set up, so the bidding process is greatly simplified and the time involved is minimal. The reporting capability of Bellwether Purchasing Software is also a great benefit for us because we have to submit reports regularly to the State of Idaho; for example, the activity report is generated monthly for the State."

    Sandi Dingman,
    Eastern Idaho Technical College

  • “I would recommend Bellwether Purchasing Software to any company that wants to save time and money. It’s a small monetary investment that yields huge returns by way of time and money saved.”

    Denise Robertson,
    Water and Electric – Carthage, MO

  • "We love Bellwether Purchasing Software– not only for the benefits of the software, but also because the technical staff is outstanding. Whenever I have a question or problem, they  are  there. The customer service is excellent!”

    Aaron Hagen,
    Tyco Plastics

  • “If a company is concerned about the cost of Bellwether Purchasing Software, it shouldn’t be. The software is reasonably priced, and it pays for itself right away – about three months for us. The time and money savings are great. It cut our purchasing cycle time in half. We wouldn’t be without it."

    Joe Tardi,
    Cole Taylor Bank

  • “What I notice is the big difference with Bellwether software, it is written by people that were apparently in purchasing, they were hands on, and get how it works.”

    Carol Meador,
    Lexington Health Network

  • "The Bellwether program has been very dependable and has many options to suit our business. This is easy for users to learn. Best program for the money. Support is great and people are wonderful. Great company to do business with. "

    Dawen Allen,
    WSFS Bank

  • "Bellwether works great for purchasing controls. Great Support staff that is willing to find a way to make a good fit. This is a great tool to help managers realize their budgets. I would recommend this to companies that want to get their spending under control."

    Toni Ballla,
    Tel Hai Retirement Communities

  • "We chose Bellwether Purchasing Software because of its ease of use and its affordabilit."

    Michelle E,
    City of Seward

  • "As a fundrasier, I have to keep track of a myriad of details for our fundraising events, and it has to be PERFECT! Bellwether allows me to look back and see EXACTLY what was ordered and from what vendor, which not only aids in my tracking of expenses but helps tremendously when planning recurring events."

    Jeannie Robinson-Pownell,
    Tel Hai Retirement Communities

  • Compared to our old software, BellwetherPurchasing Software is so much easier to use for tracking, running reports and even making purchase orders.

    Bill Cunningham,
    Cincinatti Thermal Spray

  • "With Bellwether Purchasing Software, ordering is so easy- it only takes a about one minute to place the order, which is a big benefit compared to normal ordering where we have to fill the PO, ask for prices, etc. I really love Bellwether Purchasing Software!"

    Shrirang K,
    Discerna Pharmaceuticals

  • "Bellwether Purchasing Software has made our purchasing process more fluent and flexible. Submitting requisitions has never been easier!"

    Gage P,
    Eastern Idaho Technical College

  • "Bellwether Purchasing Software has streamlined our requisition system and helped in eliminating unnecessary steps in filling supply orders".

    Frank Petrillo,
    The Denver Post

  • "Being new to the company is always a challenge and when presented with Bellwether Purchasing Software along with my job I was a bit anxious but I was pleasantly surprised at the ease and ergonomics of this product. I would highly recommend this to new and advanced users."

    Stephen Dilworth,
    Transdev Busselton (Services)

  • "Bellwether's convenient SaaS model integrates with many AP applications enabling you to pay your vendors while working through the ePmx system."

    Jody Shoop,
    Integrated Systems

  • "Bellwether Purchasing Software works for us Punch-out capability. Very reliable web based- nothing to deploy on servers or desktops. It's low cost, it works, it doesn't break as software goes - what more can one ask for?"

    Timothy Allen,
    Integrated Systems

  • "This (Software as a Service, SaaS) perhaps provides one of the most compelling reasons to investigate the Bellwether offering more than the posted accolades from satisfied clients, or the well thought-out and detailed solution specifications provided in their decision-support material. Specifically, and even more so than their enduring (albeit humble) market presence, is that they recognized a trend 30 years ago and acted upon it… … And while the majority of vendors (both large and small) are all heralding their versions of this “new” pricing structure (for SaaS), Bellwether is not rushing to jump on the bandwagon. The reason of course is quite simple, they built the bandwagon."

    Jon Hansen,
    Purchasing Insignts

  • "Bellwether Purchasing Software helps us to be more effective in producing our POs and Requisitions. It has streamlined our operations all without compromising quality".

    Oliver Nava,
    Tecnon Supply

  • “It’s hard to quantify in dollars and percentages how much money, time and efficiency we gained with the implementation of Bellwether Purchasing Software."

    Vicky Hopf,
    Quick Chek Food Stores


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