Spend control for Higher Education across every faculty and department

Proactis Marketplace gives faculty, department and support staff a simple, intuitive buying experience that channels purchasing to approved suppliers and negotiated contracts.

Compliance is built into the process - so staff do the right thing without needing procurement training, and maverick spend is reduced at source. Approval workflows and spending limits are enforced automatically across every part of the institution. 

Proactis AP Automation and Invoice Capture handle invoices in any format, validate them automatically and route them through the appropriate approval workflow before posting to your finance system.

Finance teams handle more invoices with less effort, prompt payment targets are easier to meet, and the institution gains a complete, real-time view of all liabilities. 

Proactis Sourcing and Contract Management give procurement teams a structured, fully auditable process for running competitive tenders, evaluating suppliers and managing contract renewals.

Institutions can demonstrate compliance with internal governance requirements and external audit expectations at every stage of the procurement cycle. 

Proactis Supplier Management gives procurement teams a centralised process for qualifying and onboarding suppliers, capturing compliance data and monitoring ongoing performance.

Sustainability and social value requirements can be built into the qualification process, making it easier for institutions to demonstrate responsible procurement practice and meet their sustainability commitments. 

Proactis is designed to work across complex, decentralised organisations — including universities with multiple faculties, schools, departments and research units. The platform can be configured to reflect the institution’s structure, with department-level approval workflows, budget controls and supplier catalogues all managed centrally. Staff across the institution get a simple, consistent buying experience, while finance and procurement teams gain consolidated visibility of all spend. 

Yes. Proactis integrates with all major ERP and finance systems used in higher education, and our integration approach is designed to add targeted procurement and AP capability around your existing core system without replacing it.

The University of Essex and Lancaster University both implemented Proactis alongside their existing finance infrastructure, improving efficiency without the disruption of a full system replacement. 

Proactis is built with ease of use as a priority - the Guided Buying experience is designed to be intuitive for staff at every level, including those with no procurement background or technical expertise.

Our implementation approach includes change management support, and we work with institutions to define a rollout plan that builds adoption gradually rather than requiring a big-bang change across the institution all at once. 

Yes. Proactis is a modular platform, which means institutions can start with the solution that addresses their most pressing challenge - whether that is invoice automation, Guided Buying or sourcing compliance - and add further capability when the time and budget are right.

Many universities begin with AP Automation or Marketplace and build towards a broader Source-to-Pay solution over time.