Procure to pay software.
The payment run reads the match, not the invoice.
The whole buy side in one flow — supplier to purchase order to goods receipt to a matched, checked supplier invoice. So you only pay for what was ordered and actually arrived.
Purchase order to receipt to supplier invoice.
Each step references your supplier and product records, so stock, costs and payables update as goods move — no separate spreadsheets.
Procure to pay, with the match in the middle
The three-way match sits in the middle of this, not at the end of it. A short receipt holds the difference automatically, and the rest of the invoice is cleared for payment.
- Requisition
- Purchase order
- Goods in
- Payment
- Raised by
- Warehouse
- Budget
- Within
- Approver
- D. Ashworth
- Supplier
- Redlands
- Ordered
- 24 units
- Value
- £297.60
- Received
- 18 of 24
- Short
- 6 units
- Value in
- £223.20
- Approved
- £223.20
- Held
- £74.40
- Reason
- Short receipt
- Supplier records — suppliers, their products and agreed costs kept as master data you set up once.
- Purchase order approvals — raise POs and require sign-off before they're sent, with rules you control.
- Goods receipt — book in deliveries against the PO, including partial receipts; stock goes up automatically.
- 3-way match — the PO, the receipt and the supplier invoice are compared to catch mismatches before payment.
- Supplier invoice & payment status — see what's been invoiced, what's matched and what's outstanding.
- Stock & cost visibility — received goods update live stock and the cost of what you hold.
Control the money going out.
Loose purchasing means over-ordering, surprise invoices and paying for things that never turned up. Procure to pay closes the loop.
Purchase orders can need sign-off, so spend is controlled before it happens.
3-way matching flags quantity and price differences before an invoice gets paid.
Accurate receipts and costs mean your stock valuation and margins reflect reality.
Connected purchasing, start to finish.
Procure to pay ties together the pieces most small businesses run separately.
It starts with a purchase order, completes with supplier invoice 3-way match, and keeps inventory and costs current throughout. Supplier invoice and payment status export cleanly for accountant handoff.
Frequently asked questions.
What is procure-to-pay software?
Procure-to-pay (procure to pay) software runs the buy side end to end — supplier records, purchase orders, goods receipts and supplier-invoice matching — so purchasing, stock and costs stay connected and accurate.
Does Cobalt ERP support purchase order approvals?
Yes. You can require approval on purchase orders before they're sent, with rules you set, so spend is controlled up front.
What is 3-way matching?
It compares the purchase order, the goods receipt and the supplier invoice. If quantities or prices don't line up, Cobalt ERP flags it so you can resolve it before paying.
Does it update stock and costs?
Yes. Goods receipts increase live stock and update the cost of what you hold, so your valuation and margins stay accurate.
Does Cobalt ERP pay suppliers?
Cobalt ERP tracks supplier invoice and payment status as operational data and hands clean exports to your accountant. It is not a full statutory accounting or payments system.
Is this suitable for a small distributor?
Yes. Cobalt ERP's procure-to-pay flow is built for small trading and distribution teams that want control over purchasing without enterprise complexity.
Related pages.
Close the loop on purchasing.
From purchase order to matched supplier invoice — one flow, accurate stock, controlled spend. Sign up and see it on your data.
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