It has never been easier for companies of any size, and especially SMEs, to optimize their purchasing. Procurement software has emerged to manage, control and optimize the entire Procurement process. The strengths of this new generation of purchasing software: adapted pricing, intuitive interfaces and simple data management. There’s no longer any need for an IT manager to set up a software, as these solutions combine simplicity and power, thanks to no-code. In this article, we’ll introduce you to the basics of purchasing software, sometimes referred to as Procure-to-Pay software. Then we’ll introduce you to the 7 best purchasing software.
What is Procurement software?
Procurement begins with the internal identification of a need, through to the receipt of a product or service and its payment. Purchasing software is a platform for digitizing, automating and centralizing the entire purchasing process within an organization. In the broadest sense, it encompasses :
- Purchase requisition: an employee formalizes a need via an online form integrated into the Procurement software.
- The approval circuit: managers, Procurement department, management, etc. validate requests according to budget, type of purchase, urgency, etc. Approvals travel automatically from one actor to another, thanks to Purchasing software’s condition management features.
- Order release: generation of a formal purchase order, sent to the supplier.
- Order acceptance: check delivery and return if necessary
- Invoice receipt and payment: purchase order/invoice reconciliation, payment according to payment terms.
Beyond this supply cycle, good Procurement software will enable you to manage requests, orders, suppliers, negotiations and compliance, and to monitor budgets in real time.
The difference between a simple Excel spreadsheet and Procurement software
Many small and medium-sized companies make do with paper forms, Excel spreadsheets or generic ERP systems to manage all or part of their Procurement. As a result, they accumulate :
- Re-entry errors and lack of traceability.
- Delays in approval or omissions in validation.
- Procedures and quality sheets rarely updated.
- Scattered exchanges of e-mails to justify each expense.
Procurement software, on the other hand, digitizes and automates these steps. It offers each player a guided, intuitive path that facilitates data entry and collaboration, and avoids duplication or budget discrepancies. The result: time savings estimated on average at 30% for teams, reduced administrative costs and more reliable data (avoiding unexpected invoices or overstocking).
A simple example: the purchase requisition. Rather than filling in an Excel spreadsheet or sending an e-mail, the employee opens an online form (with dedicated Procurement software) where he selects his need, indicates the estimated budget and the desired date, then validates. All necessary additional information is automatically filled in by the Procurement software. The manager receives immediate notification, and can approve the order with a single click. If the order is validated, the requester is immediately alerted and can issue the purchase order, and the order is automatically shared with the chosen supplier, incorporating all previous information. And it’s all so effortless.
Another example: it can be difficult to find the status of a purchase requisition or purchase order. It may be necessary to scour offices, make phone calls, and so on. With Procurement software, in just one click, a manager can search and find what he wants.
Key features of Procurement software
Purchase requisition and purchase order management
- Customizable forms: to express a need, budget or quantity.
- Automated approval workflows: creation of circuits (manager, management, purchasing), real-time notifications.
- Order form generation: with a single click, the system generates a contractual document containing all the validated information.
Centralized supplier database
- Supplier referencing: contact sheets, framework contracts, negotiated rates.
- Assessment and rating: performance history (deadlines, quality), compliance management (up-to-date legal documents).
- Relationship management: management of contract renewals, calls for tender, negotiations.
Budgetary and analytical monitoring and control
- Real-time visibility of expenses incurred and budget consumed by department or project.
- Dashboards and reporting: average validation time, number of rejected requests, supplier analysis, etc.
- Performance scoring: compare forecast cost vs. actual cost.
ERP, CRM and accounting integration
- Connectors for data synchronization: automatic transmission of information (invoices, purchase orders, payments) to ERP or accounting systems.
- Avoid multiple re-entries and the risk of duplicates or inconsistencies.
- Facilitate order-invoice reconciliation and simplify invoice validation.
Billing and payment management
- Reconciliation of purchase order and supplier invoice.
- Follow-up on receipt of goods or services: conformity validation.
- Automate reminders, track payment deadlines.
Collaboration and communication tools
- Exchange history and centralized attachments.
- Targeted notifications and reminders.
- Smooth collaboration between Procurement, finance, accounting, management and operational teams.
Advanced automation (allocations, conditions, etc.)
- Management of complex rules: additional validation if amount exceeds a certain threshold, for example.
- Alerts in the event of budget overruns, supplier delays, etc.
- Accounting and ERP software updates
- Displaying data at the right time
Reporting and monitoring dashboards
- Dashboard for tracking progress of requisitions and orders
- Performance indicators (KPIs) on validation times and purchasing volumes by category.
- Simplified data searches
The benefits of Procurement software
Cost reduction
Automating and centralizing purchasing reduces the number of “unregulated” purchases, enables us to benefit from better negotiated rates, avoids overstocking and limits emergency purchases, which are often more expensive.
Better visibility and budget management
At a glance, management knows where orders and expenses stand, which cost centers are consuming the most, and whether there’s a risk of going over budget.
Reduce errors and fraud
Thanks to the approval circuit, every expense is validated by the right people. Attempts at improper invoicing or duplication are less likely to go undetected, which improves internal control.
Smooth collaboration and team satisfaction
Workflows are traced from end to end. No more multiple e-mails or disparate Excel workbooks. Expense data and justifications remain accessible at all times.
Compliance and centralized archiving
Transaction history can be consulted, making auditing easier. Invoices, delivery notes and contracts are all centralized, making life much easier for the accounting department and auditors.
Speed and time savings
Automated workflows speed up the requisition process (often reduced from several days to a few hours). Managers no longer waste time chasing budgets or signatures.
Adaptability and scalability
New Procurement software such as Lapala offers no-code, modular setup, which can be adjusted to the specific needs of an SME or ETI. No need to recruit a technical expert or integrator
How do you set up a Procurement software?
1- Define objectives and expectations for Procurement software
It’s essential to clarify what you’re looking for: do you just want to centralize the purchase requisition? do you want a complex approval circuit? do you want to integrate invoicing? The answer will determine the level of requirement.
2- Choosing the right Procurement software
The Procurement software market can be divided into several families:
- Heavy-duty, comprehensive solutions for large companies
- Modern, modular solutions for SMEs and ETIs
It’s up to you to set your requirements and constraints, such as minimum features, price, connection to your existing software, ergonomics for users, no-code customization based on your know-how, support…
Find the complete comparison of Procurement software by reading this article: the 9 best Procurement solutions for 2025
3- Set up and customize Procurement software with or without the software editor
Depending on the solution you choose and the resources available in your company, you will receive varying degrees of support from the software supplier. During this stage, the following tasks will be carried out:
- Define requisition forms and validation thresholds.
- Set up conditional approval rules: for example, if the amount exceeds a certain threshold, ask for management approval.
- Connect Procurement software to your ERP, CRM and accounting tools: to avoid re-entries, ensure inventory consistency, etc.
- Create relevant management dashboards (validation times, order volumes, late rates, etc.).
4- Change management and training
This point depends to a large extent on the Procurement software chosen. Some are very intuitive and require virtually no training. Others require solid change management systems.
Nevertheless, even the best software will remain under-utilized if teams don’t understand the benefits. We need to communicate on :
- Immediate benefits: fewer e-mails, fewer Excel spreadsheets, better budget tracking.
- The importance of following procedure. Sometimes employees may perceive the tool as a hindrance or a “supervisor”. They need to be reassured that the tool is a “facilitator”.
- Initial support: videoconference presentations, video tutorials, FAQs.
5- Continuous improvement
The strength of a process is that it’s a living thing, so it’s imperative that Procurement software evolves in line with employee feedback. Solutions like Lapala (no-code) make it easy to readjust rules, add new steps or new fields. This avoids lengthy development cycles.
Find all the best practices for procurement management by reading this article: 11 Procurement Best Practices in 2025.
Find the best Procurement software among the 7 best
Lapala, 100% customizable procurement software
From $39/month for the whole company
Ergonomics :
⭐⭐⭐⭐⭐
No-code
✅
Customers :
SMES, large companies
Lapala is a high-performance, easy-to-use Procure to Pay software for SMEs. Thanks to its various features, it enables you to centralize all purchase requisitions, create highly efficient approval circuits and simply automate part of the procurement and ordering process.
What’s more, it incorporates automation features that free your teams from tedious, non-value-added tasks. In terms of team comfort, it’s also important to note that its intuitive interfaces don’t require complex user training. Lapala’s Procurement software is quickly adopted by the whole company.
Lapala summary:
– Simple and no-code.
– High level of personalization.
– Low prices.
Want to know in 30 minutes if Lapala is right for you?
Tradogram, a complete platform for SMEs
From $198 /month
Ergonomics :
⭐⭐⭐
No-code
✅
Customers :
SMES
Designed to simplify the entire Procurement cycle, Tradogram’s Procurement software combines sourcing, purchase orders and budget tracking in a single, clear interface. SMEs appreciate its flexibility and easy setup.
Tradogram summary:
– Suitable for SMEs
– Competitively priced
– Comprehensive tool
Coupa, a long-standing player in Procurement software
On quotation, from $2,500/month
Ergonomics :
⭐⭐
No-code
❌
Customers :
SMEs, large companies
Coupa provides unified management of purchasing, invoicing and payments, all on a user-friendly cloud platform. Its intuitive interface and real-time indicators make it a popular choice for many financial departments.
User settings are available, but large-scale integration may require technical expertise. Coupa is therefore recommended for SMEs with an IT department.
Coupa summary:
– A long-standing player
– High level of price and skills required
– Very comprehensive tool
Procurify, a user-friendly software solution for SMEs
From $23/month per user
Ergonomics :
⭐⭐⭐⭐⭐
No-code
✅ Partial
Customers :
SMES, large companies
A user-friendly solution focusing on Procurement workflow automation, it offers real-time budget tracking and easy integration with various ERP systems. Key features include centralized requisitioning and streamlined approvals.
Procurify is partially no-code, so some advanced settings may require more technical intervention.
Procurify summary:
– Suitable for SMEs
– Ergonomic
– Comprehensive tool
Pipefy, highly flexible Procurement for SMEs
From $24/month per user
Ergonomics :
⭐⭐⭐⭐⭐
No-code
✅
Customers :
SMES, large companies
Thanks to its visual workflows, it makes the validation circuit smoother and more transparent. Native connectors and automated alerts enable rapid implementation in different environments.
Pipefy summary:
– Suitable for SMEs
– Ergonomic
– Highly flexible
Precoro, powerful Procurement software for SMEs
From $499 /month
Ergonomics :
⭐⭐⭐⭐
No-code
✅ Partial
Customers :
SMES, large companies
This user-friendly Procurement software for SMEs focuses on automating the Procurement workflow, offering real-time budget tracking and easy integration with various ERPs. Key features include centralized requisitioning and streamlined approvals.
Some steps are drag-and-drop, but advanced settings may require assistance.
Precoro summary:
– Suitable for SMEs
– Ergonomic
– Very comprehensive
Order, Procure to pay for SMEs
From $300 /month
Ergonomics :
⭐⭐⭐⭐
No-code
✅ Partial
Customers :
SMES, large companies
Order.co specializes in centralizing orders from multiple suppliers via a single interface. It stands out for its commitment to reducing administrative complexity and helping companies to better control their spending, while offering centralized management of invoices and payments.
The interface simplifies the configuration of order and reconciliation workflows, but some more advanced customizations may require technical support.
Order summary:
– Suitable for SMEs
– Competitive price
– Very comprehensive
When making your choice, it’s better to opt for Procurement software that will really fit in with your internal processes (or help you to streamline them), rather than imposing a major change that is likely to meet with resistance from your teams. You also need to think about long-term viability: a fast-growing SME can’t afford to change Procurement software every year.
Conclusion – What is Procurement software?
What is Procurement software? First and foremost, it’s the digital pivot that brings together the purchase requisition, the approval circuit, the order launch, invoicing and budget management. Much more than a simple transposition of an Excel spreadsheet or online form, it offers automation and global visibility for greater efficiency, traceability and peace of mind.
Thanks to modern, adaptable platforms like Lapala, digitalization is no longer the preserve of large companies. SMEs can now set up an agile Procurement system without the technical hassle. The result: fewer duplicates, fewer errors, better reporting, and seamless collaboration between Procurement, finance, managers, suppliers, etc.
With modern Procurement software, your teams will no longer have to juggle Excel spreadsheets and paper documents. They’ll be able to devote their time to real value-added missions, such as supplier negotiation, optimization research or strategic expenditure analysis. This will enable them to move from a reactive vision (the right order to meet an emergency) to a proactive approach (a controlled Procurement policy in line with corporate objectives).
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