Custom procurement software development

Procurement software supports the entire purchasing process, from supplier management and price lists through purchase requests with an approval workflow, purchase orders and order confirmations, to goods receipt, invoice matching and spend analysis. The idea behind purchase-to-pay is that every expense follows a defined route: request, approve, order, receive and pay, with budget control and a traceable audit trail. Custom software lets you set up that process to match your own authorisation rules and way of working, rather than adapting your working methods to a standard package.

A 3-way match automatically compares three documents: the purchase order, the goods receipt note and the supplier invoice. Only once quantities, prices and terms agree across all three does an invoice proceed to payment. Discrepancies, such as a higher price than agreed or a partial delivery, are flagged as exceptions for manual review. This helps you avoid incorrect or duplicate payments, keeps agreed prices and terms under control, and ensures your financial records stay in line. We configure the matching rules and tolerances to suit your situation.

We build custom software. Purchasing differs greatly from one organisation to another: in authorisation and approval rules, in how you manage price lists and contracts, in integrations with ERP and accounting, and in whether you purchase centrally or decentrally. Custom software fits your actual process and can grow as your organisation or supplier base changes. After an intake meeting, we decide together which functionality matters most and in what order to develop it, without promising a fixed timeline or price we cannot yet substantiate.

We build integrations based on the APIs and exchange formats your packages offer. In practice, we often connect purchasing software to ERP and accounting systems such as Exact, AFAS, Microsoft Dynamics 365 Business Central and SAP, and to e-invoicing via Peppol. Item, supplier and general ledger data can be synchronised, purchase orders and invoices exchanged, and postings prepared automatically. We determine which integrations are needed based on your existing IT landscape.

An employee submits a purchase request, either from a catalogue or as free text, including the cost centre and budget. Based on your rules, the software determines who must approve, for example by amount, department or supplier, and routes the request through the correct steps. Approvers see what they need to make a decision, including the current budget position. Once approved, a purchase order is created automatically and sent to the supplier. Every step is recorded, so the entire purchase-to-pay process remains traceable.

Yes. We can connect your purchasing software to the Peppol network and the related e-invoicing standards such as UBL and NLCIUS, so you receive and process purchase invoices in a structured way. Structured invoices can be matched directly against the purchase order and goods receipt, which prevents manual re-keying and errors. Where needed, we also support EDI and other exchange formats you use with suppliers. We align the approach with the standards your suppliers and your accounting use.

Yes. We regularly take over existing applications, including those built by another party. We review the architecture, integrations, authorisation model, matching logic and security, document the current set-up and propose improvements. From that point on, we can handle changes, new integrations and monitoring, or modernise step by step towards a maintainable situation.

We build for organisations with a serious purchasing flow and many suppliers: procurement departments that buy centrally or decentrally, manufacturers buying materials and components, wholesalers, healthcare organisations and SMEs that want to streamline their ordering and invoice flow. The software supports the buyer, finance and budget holders alike, with clear approval, budget control and integration with ERP and accounting.