A Purchase Order (PO) system is essential for streamlining your organisation’s procurement of goods and services. Implementing the best PO system will structure your procurement process, ensuring better control over spending and operational efficiency.
Table of Contents
If your current process feels cumbersome, time-consuming, or error-prone—whether relying on manual Excel sheets or a patchwork of 365 PowerApps—it’s time for an upgrade. Adopting a robust software solution like Zahara can transform how you manage purchases by offering a complete audit trail for every transaction. This feature is invaluable not only for tracking your spending but also for meeting compliance and auditing requirements.
With the best PO system, you’ll have complete visibility over your procurement cycle, eliminating manual errors and reducing approval delays. Zahara’s scalable solution gives you real-time insights, improves collaboration across departments, and provides a centralised record of all purchases. Say goodbye to ad-hoc processes and hello to a seamless, automated system that grows with your organisation’s needs.
Upgrade your AP process today and experience the benefits of the best PO system for greater control, less effort, and complete peace of mind.
Zahara might be the best PO system available, allowing you to control spending effortlessly. With seamless integration capabilities with Sage, Sage Intacct, Xero, Microsoft Dynamics 365 (Business Central), MYOB, and more, Zahara ensures a streamlined experience for managing your purchase orders. Our user-friendly process involves raising a purchase order, requesting approval, and sending the PO to the supplier, all with just a few clicks. Enjoy the benefits of Zahara’s turn-key onboarding experience, providing you with an easy and hassle-free setup. With real-time insights, improved collaboration, and a centralised record of all purchases, Zahara’s scalable solution is the perfect choice for efficient spend management.
Martin Peirce
Founder and CEO
The best PO system should be easy to use.
Your teams will already be discerning software users. They will know what’s good and what’s complicated. And quite frankly, who wants to waste hours learning something new? If software is designed well, with simplicity in mind, a typical buyer, approver or finance person should be able to create or find purchase orders with minimum effort.
Our PO software ticks all the boxes for fast deployment and quick take-up. We have an extensive library of videos and help articles for those who want to get going right now. But we also provide a full, turn-key onboarding experience from our team, who can consult, set up, and train you and your users.
Managing your suppliers and product lists.
Part of the opportunity to set up the best PO system is the chance to review your existing suppliers.
Zahara makes it easy to buy better. You can disable suppliers so your buyers can no longer see them, but all of the history is secured. You can categorise suppliers and import whole product catalogues. Ultimately, you can ensure your buyers are using the right suppliers, with the right terms, and buying products at the right price and with the right discounts.
Why budgets empower teams.
Budgets. Where would we be if we didn’t have the discipline of spending against a pre-set budget? But are your teams/departments or divisions aware of what they can spend today, next month or quarter?
Zahara plays a key role in financial management. It allows for creating budgets for departments and projects, empowering teams to be more autonomous. Each spending request can be viewed alongside the corresponding budget. Approvers can quickly intervene to prevent a budget from being breached or be notified to make an approval decision if the budget is at risk of being exceeded. This approach enhances business processes and ultimately adds value to the bottom line.
Approval workflows that speed you up.
Approval workflows that work for you. That’s what we offer with Zahara. The ability to create – straight out of the box (if we had one) – a simple or very sophisticated approval flow that doesn’t require any code or script or the brain dominance of a rocket scientist. Put the steps you want in the correct order and any conditions determining whether the CFO needs approval.
Our customers have helped us create the multitude of options we offer, including steps like approvals, group approvals, and sending a purchase order to a supplier. We then have multiple condition options so that people are only asked to approve under the right circumstances, like price. And we handle all the things you will think of, like holiday settings and delegations.
Try out the future of AP, register a Zahara trial for FREE.
Try Out ZaharaStaff Expense Approval and Payment
You may want approvals for ad-hoc staff expenses without the bells and whistles of a dedicated expenses system. We offer that as well. You can create expense claims on a mobile app that are then submitted for approval.
With our integrated payments module, an expense claim can be paid instantly following approval. We are committed to providing the best accounts payable automation and invoice processing software for a fully integrated purchase-to-pay solution. The starting point, though, is a purchase order system.
The Best PO System FAQ:
A: Most businesses use a multi-step approval process to ensure purchasing is controlled and within budget. A typical flow includes:
1. Division or Budget Holder Approval – Checks alignment with departmental budgets.
2. Senior Manager Approval – Ensures large purchases meet organisational goals.
3. Finance Head Approval – Final check for high-value purchases and compliance.
Using Zahara, you can create workflows that adapt based on department, spend, or supplier. Learn more at Investopedia: https://www.investopedia.com/terms/p/procurement.asp
A: Zahara is built for all employees, not just accountants. It offers:
1. Easy-to-use purchase requests
2. Lower licensing costs
3. Powerful approvals and controls
4. Seamless finance system integration
Compare options on Gartner: https://www.gartner.com/reviews/market/financial-planning-software
A: Zahara helps businesses cut costs and save time. Benefits include:
1. Faster approvals
2. Reduced waste
3. Time savings
4. Clear reporting and insights
Most organisations see ROI in 3–6 months. See ROI tips from CIPS: https://www.cips.org/intelligence-hub/procurement/kpis
A: Zahara is ideal for service-based businesses, especially:
1. Charities and nonprofits
2. Construction companies
3. Real estate firms
4. Sports teams and event planners
It integrates with Xero, QuickBooks, and Dynamics 365:
https://www.zaharasoftware.com/zahara-erp-and-finance-integrations/dynamics-365-invoice-automation/
A: Zahara combines simplicity with control. It offers:
1. Easy-to-use workflows
2. Customisable approvals
3. Powerful integrations
4. Strong cost controls
For more info, visit TechTarget: https://www.techtarget.com/whatis/Step-by-step-instructions-for-how-to-purchase-business-software
Conclusion to the best PO system.
In conclusion, while numerous options are available in the market for the best PO system aimed at accounts payable automation, our product stands out due to its exceptional customizability and affordability. We understand that every business has unique needs, and our solution is designed to adapt to those requirements seamlessly. If you want to enhance your accounts payable process without breaking the bank, we invite you to reach out for more information. Let’s find the perfect solution for your organisation together!
