Streamline procurement, reduce fraud, and simplify your purchasing process with Zahara's cloud-based PO software. Get set up in hours, not weeks.
When purchasing is led by invoices, finance only sees the detail after money has already been committed. By then, it is harder to question rogue spend, check budgets, or prove what was approved.
Zahara replaces that messy process with automated purchase order software, so every request, approval, supplier, and order is tracked in one place before the invoice arrives.
Approve purchases before they happen. No more surprises.
Invoice-led purchasing
Without an agreed purchase order upfront, finance is left checking costs after teams have already committed to the spend.
PO-led control
Purchase requests move through structured approval workflows, so spend is agreed, tracked, and visible before suppliers are instructed.
Thousands of finance teams trust Zahara to control purchase orders, budgets, suppliers, and approvals
This month
£18,500
+8% vs last month
Zahara is crafted to be user-friendly for everyone. Any authorised user can quickly generate a purchase order with minimal training. Our ultimate aim was to ensure accessibility, so the entire interface is thoughtfully designed to be user-friendly in every possible way.
The platform's high accessibility not only streamlines operations but also lowers the overall cost of ownership, as new teams or recruits can take advantage of our helpful guides and quick learning videos.
Set teams up without heavy training
A Purchase Order (PO) is more than just paperwork—it's your safety net. Think of it as a legally binding document that spells out the details of your transaction: quantities, prices, delivery dates, and the specific goods or services being purchased. By eliminating ambiguity, a PO ensures that everything is crystal clear and nothing is left to chance.
Implementing POs across your business isn't just about avoiding mistakes—it's about creating a structured process that empowers your team to work confidently, knowing they have a clear framework to operate within.
In Zahara, a purchase order starts the buying process. It's a controlled way to request spend internally. Think of it as asking, “Can I buy this?” but with structure, visibility and approval built in. The steps below show how that request moves through suppliers, budgets, approvals, and finance controls.
Zahara makes managing suppliers and inventory effortless. Email suppliers directly, request pricing in seconds, and use our import module to update product lists and access the latest pricing without hassle.
Need to keep track of new suppliers? Set up Microsoft Teams alerts to notify your finance team, ensuring all due diligence checks are completed seamlessly.
Keep supplier details clean before orders go out
Zahara allows you to create budgets for both departments and projects. These budgets can be granular—against GL codes, or cost centres with flexible periods. They're easy to set up and allocate. When users create spend requests, they can see how their purchase will affect the budget.
Managers can be notified of budgets being exceeded and refer to budgets when making approval decisions. Budgets provide a framework for your departmental and project spend.
Spot budget issues before the PO is approved
Using Zahara's conditions, you can create multi-step approval workflows that involve different managers depending on the situation. It could be that a purchase exceeds a budget or the value requires authorisation from the CFO.
Whatever you need, you can specify it and create the perfect approval process in minutes. You can also send emails, change field values, and send purchase orders to vendors. The approval process is then a complete workflow with a full audit trail behind every request.
Build approval workflows around the way your business buys
Zahara's mobile app makes expenses a breeze. Your team can submit, approve, and track claims from anywhere. With automated approval workflows and full audit trails, managing expenses has never been this effortless.
Zahara's invoice processing software streamlines your accounts payable while safeguarding your business from potential risks.
By automating invoice checks, Zahara reduces the human errors caused by filing fatigue and uses advanced AI and OCR technology to analyse every invoice. Each one is cross-checked against your purchase orders, GRNs, and past records to detect even the smallest signs of fraud.
Purchase order software helps teams raise, approve, and track purchase orders before spend is committed. It typically covers supplier selection, line items, budgets, multi-step approvals, delivery tracking, and an audit trail finance can rely on.
Zahara is built for finance and procurement teams that need clearer spend control — especially where multiple people raise orders, managers need to approve before commitment, and accounts payable needs a reliable link from purchase order through to invoice.
Zahara is designed to be quick to set up and easy to adopt. Teams can create purchase orders, wait for approval, and send them to suppliers without lengthy training. The interface keeps purchasing simple while finance keeps visibility over budgets, approvals, and committed spend.
Zahara routes purchase requests to the right approvers before spend is committed. Approvers can action requests from the mobile app, email, or web app, and can use reminder or daily digest emails. They see the full purchase order narrative along with any linked budgets.
Users can create purchase orders in the web app or mobile app, based on their permissions. They choose a supplier, enter or import the goods or services required, then send the order into a workflow that typically includes approval and issuing the PO to the supplier.
An effective purchase order should include:
A purchase requisition is an internal request used to approve spend before ordering. A purchase order is the authorised document sent to a supplier, allowing them to fulfil the goods or services. Requisitions often use a separate numbering system and stay inside the business; purchase orders become the supplier-facing commitment.
Purchase orders create a clear, agreed record of what was ordered, from whom, and on what terms. That transparency reduces disputes, helps finance track commitments and budgets, and gives accounts payable a baseline for matching invoices when they arrive.
