One connected process from purchase request to payment
Proactis Purchase-to-Pay connects every step of the purchasing process in a single platform. Employees order from approved suppliers, managers approve within defined limits, and costs flow to the right accounts automatically - with full visibility at every stage.
Keep every purchase within policy
Proactis Purchase-to-Pay directs employees to approved suppliers, contracted pricing and compliant products - making the right buying route the easiest one.
Approval workflows enforce defined limits automatically, so every order is authorised before it is placed and unauthorised spend is prevented before it happens.
Built to work with your existing ERP and Finance Systems
Why finance teams choose Proactis Purchase-to-Pay
Proactis Purchase-to-Pay gives finance and procurement teams the control, visibility and efficiency they need - without making it harder for employees to buy what they need.
Approval workflows, spending limits and preferred supplier rules are embedded in the buying process. Every purchase request is routed to the right approver automatically - so policy compliance happens by default, not by exception.
Cost centres and account codes are assigned from the point of request, based on the user, product category and applicable contract. Invoices arrive pre-coded - reducing manual intervention and the risk of costs landing in the wrong place.
Budgets are monitored across both the ordering and invoicing process, giving finance teams a live view of commitments and remaining headroom. No more waiting for invoices to understand where spend is tracking.
Employees search and order from approved catalogues through an interface that mirrors online shopping. Even infrequent users can complete the correct purchasing steps without training - reducing maverick spend without adding friction.
With Proactis Purchase-to-Pay you can
Control purchasing
Make sure every purchase follows your rules
Employees raise requests through a structured, guided process that directs them to approved suppliers and contracted items. Approval workflows route each request to the right authoriser based on the spend type, cost centre and order value - so nothing is ordered outside of policy.
Automate approvals
Route every request to the right person, automatically
Define your approval structure once based on product type, cost centre and order value, and let the system handle the rest. Approvers see full request detail and budget position in a single view - so decisions are fast, informed and fully traceable.
Manage budgets
Track spend against budgets in real time
Budgets are monitored continuously across both purchasing and invoicing - giving finance teams a live view of commitments, actuals and remaining headroom. Alerts flag when spend is approaching limits, so teams can act before a budget is exceeded.
Allocate costs
Get costs to the right place from the start
Cost centres, accounts and budget codes are assigned automatically at the point of request - based on the user, the product category and the applicable contract. Manual coding is eliminated and invoice processing is faster because the work is already done.
Proven outcomes from organisations like yours
Finance and procurement teams in care, commercial real estate and the public sector have used Proactis Purchase-to-Pay to take control of operational spend. These are three of their results.
100% spend visibility and 60% of invoices processed via automated straight-through
Bright Horizons - a leading childcare and early years provider with 100,000 invoices annually - implemented Proactis Purchase-to-Pay, Marketplace and Invoice Capture to connect the full purchasing cycle. The result: complete visibility of spend across the organisation and 60% of invoices processed automatically without manual intervention.
Of invoices processed via automated straight-through processing
10,000+ purchase orders and 25,000+ invoices processed in the first year
British Land - a FTSE 100 commercial property company - deployed Proactis Purchase-to-Pay and Marketplace to bring structure and visibility to operational purchasing. In the first year alone, the platform handled 10,000+ purchase orders and 25,000+ invoices, connected to existing property management systems.
Invoices processed in the first year of deployment
100% visibility of £100m corporate expenditure
A UK police authority with 10,000 employees and £100m in annual corporate spend implemented Proactis Purchase-to-Pay integrated with Infor SunSystems. The organisation gained complete visibility of purchasing commitments across the force, replacing fragmented processes with a single, controlled buying platform.
Visibility of £100m in annual corporate expenditure
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.
Frequently asked questions
See how organisations across public and private sectors use Proactis to improve control, strengthen compliance, and gain clear visibility over procurement and spend.
What is Purchase-to-Pay?
Purchase-to-Pay (P2P) is the end-to-end process that covers every stage of operational buying - from the initial purchase request and approval, through order placement and goods receipt, to invoice matching and payment.
Proactis Purchase-to-Pay software connects each of these steps in a single platform, ensuring that spend stays within policy, costs are allocated correctly and finance teams have full visibility of commitments from the point of request, not just when invoices arrive.
What problems does Purchase-to-Pay solve?
The most common P2P problems are: employees purchasing without proper authorisation; orders being placed with non-preferred suppliers or at prices above contracted rates; no visibility of indirect spend commitments until invoices arrive; costs being attributed to the wrong accounts; and excessive time spent on manual approvals and invoice processing.
Proactis Purchase-to-Pay addresses each of these through guided buying, automated approval workflows, real-time budget monitoring and straight-through invoice processing.
How quickly can we implement Purchase-to-Pay?
Implementation timescales depend on the complexity of your organisation and the number of integrations required. Proactis takes a modular approach - you can start with the areas of greatest need and expand from there.
Most organisations see measurable improvements within the first few months, including faster approvals, better spend visibility and reduced manual processing. We agree clear milestones before we begin so you always know what to expect and when.
Explore the full suite of Proactis solutions
Marketplace
Give employees a structured place to buy before raising a request. Proactis Marketplace surfaces approved suppliers, contracted pricing and compliant products - so every purchase starts in the right place.
Invoice capture
Complete the purchase cycle without manual processing. Proactis Invoice Capture automates the matching and coding of invoices against purchase orders, reducing the effort on your AP team and accelerating payment.
Supplier Management
Know who you’re buying from before they appear in your catalogue. Proactis Supplier Management keeps supplier data accurate, risk assessments current and onboarding fast.
Sourcing
Find the right suppliers before adding them to your marketplace. Proactis Sourcing gives you a structured process for qualification, competitive bidding and contract award.
Not sure where to start? Let's talk
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