Trusted by leading Not-for-Profit organisations
The challenges Not-for-Profit organisations bring us
Not-for-Profit organisations face a relentless pressure to do more with less - maximising the impact of every pound while maintaining the governance, transparency and accountability that funders, trustees and beneficiaries expect.
Procurement and finance teams are often stretched, under-resourced and working with systems that make it harder, not easier, to meet those demands.
Purchasing happening outside approved channels
In many Not-for-Profit organisations, procurement is a shared responsibility rather than a formal function. Staff purchase what they need from whichever supplier is easiest to reach - bypassing approved contracts and negotiated pricing. The result is maverick spend, higher costs and supplier risk that is difficult to manage without the right controls in place.
Prove the value of every pound spent
Proactis gives Not-for-Profit organisations real-time visibility and actionable insight into procurement spend, savings and supplier performance - the evidence base that funders, grant providers and trustees increasingly expect.
With structured procurement data and reporting tools, organisations can clearly demonstrate how operational efficiency contributes to mission delivery, build trust with stakeholders and stand out in a competitive funding landscape.
Built to work with your existing ERP and Finance Systems
Modules
Every sector faces different pressures - from regulation to supplier complexity. Proactis supports procurement and finance teams with solutions that adapt to how your organisation works
Easily manage, monitor and communicate with your suppliers.
Streamline and standardise your sourcing processes to achieve greater value.
Drive maximum value from every supplier contract.
Enable staff to quickly find and buy what they need from approved suppliers.
Achieve greater control and visibility of your spend to take purchasing to the next level.
Streamline and future-proof invoice handling.
What not-for-profit organisations achieve with Proactis
Charities, membership organisations and Not-for-Profit bodies have used Proactis to reduce costs, improve procurement governance and gain the visibility they need to demonstrate effective stewardship of income.
£30 million savings through procurement strategy transformation
The National Trust - the UK’s largest conservation charity - worked with Proactis to transform its procurement strategy and bring structure and control to a large, complex supply base. The programme delivered £30 million in savings while reducing the supplier base from 24,000 to 12,000 and cutting new supplier onboarding time to just 6 minutes.
Savings achieved through procurement strategy transformation
Resources and Guides
Explore practical insights, guidance, and real-world examples designed to help procurement and finance teams navigate complex challenges with confidence.
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Case StudyCare ProvidersAccounts PayableAP AutomationAvon and Wiltshire Mental Health Partnership NHS Trust extends Unit4 capabilities with Proactis Invoice Capture.
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NewsAccounts PayableAP AutomationBetfred unlocks a 47% AP efficiency improvement with AI powered by Proactis
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ProcurementSource-to-PayLocal GovernmentWebinar & On-DemandUnlocking Procurement Evolution: How Caerphilly Council evolved procurement to award winning recognition
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ProcurementWhitepaperSupplier Relationship ManagementSourcingContract ManagementUnlock true value with Source-to-Contract
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Case StudyHigher EducationProcure-to-PayMarketplaceProcurementAccounts PayableBright Horizons achieves total visibility of end-to-end procurement and spend with Proactis
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WhitepaperCFOProcurementAccounts PayableProcure-to-PayProcure-to-Pay: Unlock the full potential
Frequently asked questions
Is Proactis affordable for a Not-for-Profit organisation with limited budget?
Proactis is a modular platform, which means not-for-profit organisations can start with the solution that delivers the most immediate value - whether that is invoice automation, Guided Buying or sourcing — at a cost that reflects their scale and starting point.
Many organisations find that the savings and efficiency gains from even a single module more than justify the investment within the first year. Our team works with each organisation to find an approach that is financially sustainable.
Can Non-Procurement staff use Proactis without specialist training?
Yes. Proactis is designed with usability at its core - the Guided Buying experience is intuitive and easy to navigate for staff with no procurement background. Embedded guidance, ready-made templates and simple approval workflows mean non-specialists follow best-practice processes without needing to understand the procurement policy behind them.
The National Trust implemented Proactis across a large, complex organisation with staff at all levels using the platform successfully.
How does Proactis help us demonstrate value to funders and trustees?
Proactis gives finance and procurement teams real-time visibility of spend, savings and supplier performance - the data needed to demonstrate financial stewardship to funders, grant providers and trustees.
Reporting tools provide evidence of how procurement efficiency contributes to mission delivery, making it easier to build the case for continued investment and stand out in competitive funding applications.
Will implementing Proactis disrupt our day-to-day operations?
Proactis is built to be implemented without disrupting the work that matters most. Our modular approach means organisations can start with one area and expand gradually —-there is no requirement to change everything at once.
Implementation is structured to minimise disruption, and our team provides the training and support needed to bring staff with them through the change, not just hand over a system.
About us
Proactis has worked with finance and procurement teams for 30 years. We know what the problems look like - and what it takes to fix them.
Partners
We work with a network of trusted ERP partners who help you get Proactis running alongside your existing systems - and make sure it keeps working as your organisation evolves.
Customers
From day one through to long-term use, our team works alongside yours to make sure you get real value from the platform - not just a successful go-live.
Not sure where to start? Let's talk
You don't need a brief to speak to us. Tell us what's frustrating you right now and we'll have an honest conversation about how we can help.