The challenge
Knowing change is needed is the easy part
Most finance and procurement leaders are clear on the problems: too much manual effort, too little visibility, spend happening outside agreed contracts, invoices processed slowly, supplier risk building up unnoticed. The harder questions are what to fix first, how much it will cost and how to make the change without disrupting the organisation in the process.
For many, the concern is not that improvement is impossible. It is that past attempts - large IT projects, complex implementations, programmes that promised more than they delivered - have left teams cautious about committing to another major change.
At the same time, doing nothing has a cost too. Manual processes get more expensive as volumes grow. Compliance requirements tighten. The gap between where the organisation is and where it needs to be widens every year. The right approach is not to wait for the perfect moment or the perfect business case. It is to start somewhere practical, demonstrate value quickly and build from there.
The solution
A practical path forward - at your pace, on your terms
Proactis is a modular Source-to-Pay platform, which means organisations do not have to implement everything at once. You start with the solution that addresses your most pressing challenge - whether that is invoice automation, Guided Buying, supplier management or sourcing compliance - and build from there as budget, resource and appetite allow.
The platform is designed to work alongside existing ERP and finance systems, adding targeted procurement and AP capability without requiring a full system replacement. And our implementation approach is built around your organisation’s pace - not a delivery timeline that suits the vendor.
Modular Source-to-Pay Solutions
Be in control - from source, to pay with Proactis' modular platform, enabling customers to evolve every part of the spend management process.
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 your purchasing to the next level.
Streamline and future-proof invoice handling.
5 key takeaways for navigating spend control evolution
People, Process, Technology
Balancing these three elements is crucial for successful transformation. Training and change management ensure processes and technology are effectively utilised.
Pre-Project Assessment
Conducting a pre-project phase to benchmark current practices and prepare for change enhances implementation effectiveness. This preparation helps organisations understand their starting point and manage expectations.
Contextualisation
Adapt good practices and benchmarks to fit the specific context of the organisation. Tailoring solutions to relevant examples is more effective than a one-size-fits-all approach.
Integration
Effective systems require the seamless alignment of technology, well-defined processes and skilled people. This holistic approach ensures each component supports the others for a robust and efficient system.
Continuous Improvement
Ongoing evaluation and adaptation are essential. Even with significant progress, refining practices to meet evolving needs and capabilities is necessary.
Get guidance tailored to your organisation
Whether you’re exploring options or addressing a specific procurement or finance challenge, our experts are here to help. Speak to a Proactis specialist to discuss your priorities, understand your options, and explore how our solutions could support your organisation.
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
Partners
Our partners help organisations integrate Proactis into their wider technology landscape, supporting implementation, integration, and long-term success.
About Us
With deep sector experience and a focus on governance, Proactis supports organisations that need confidence, control, and long-term reliability in how spend is managed.
Customers
From onboarding and training to ongoing support, Proactis helps procurement and finance teams adopt the platform effectively and use it with confidence.
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.