Follow a purchase all the way through.
From the first request to a checked supplier invoice.
Connect purchase requests, approvals, orders, receipts and payables. Your team can see what is committed, what has arrived and what still needs review before payment.
What are we ready to pay for?
Read the supplier invoice alongside the order and receipt. Identify quantity or price differences and route the exception to the right person.
Why is £74.40 of this invoice in question?
The price agrees with the order. The received quantity does not.
Accounts payableIllustrative records| Document | Quantity | Value |
|---|---|---|
| Purchase order | 24 × £12.40 | £297.60 |
| Goods receipt | 18 × £12.40 | £223.20 |
| Supplier invoice | 24 × £12.40 | £297.60 |
Six units remain to be resolved.
The quantity difference is 6 × £12.40 = £74.40 before VAT. Check the outstanding delivery or request a correction before approving the invoice.
- Supplier records — set up each supplier once, with the products they sell you and the prices you've agreed.
- Purchase order approvals — require sign-off before a purchase order goes out, using rules you set.
- Booking in deliveries — record what arrived against the purchase order, including part deliveries. Stock goes up straight away.
- 3-way match — each supplier invoice is checked against the purchase order and the delivery, so mistakes are caught before you pay.
- Supplier invoice & payment status — see what's been invoiced, what's been checked and what's still to pay.
- Stock & cost visibility — goods you receive update your stock levels and the value of what you hold.
Control the money going out.
Without proper purchasing you over-order, get surprise invoices and pay for things that never arrived. Procure to pay puts a check at each step.
Purchase orders can need sign-off, so spending is agreed before it happens.
Differences in quantity or price are flagged before an invoice is paid.
Accurate deliveries and costs mean your stock value and margins are right.
Buying, start to finish.
Procure to pay links the steps most small businesses run in separate places.
It starts with a purchase order, ends with checking the supplier invoice, and keeps stock and costs up to date throughout. Supplier invoice and payment status export cleanly for your accountant.
Frequently asked questions.
What is procure-to-pay software?
Procure-to-pay software covers buying from start to finish: supplier records, purchase orders, booking in deliveries and checking supplier invoices. Purchasing, stock and costs stay linked and accurate.
Does Cobalt ERP support purchase order approvals?
Yes. You can require approval on purchase orders before they go out, using rules you set, so spending is agreed up front.
What is 3-way matching?
It checks the supplier invoice against the purchase order and what actually arrived. If quantities or prices don't agree, Cobalt ERP flags it so you can sort it out before paying.
Does it update stock and costs?
Yes. Booking in a delivery increases your stock and updates the value of what you hold, so your stock value and margins stay accurate.
Does Cobalt ERP pay suppliers?
Cobalt ERP tracks supplier invoices and whether they have been paid, and gives your accountant clean exports. Its accounts module is generally available. Recording a payment is distinct from sending funds; Cobalt does not send payments.
Is this suitable for a small distributor?
Yes. It's built for small trading and distribution teams that want control over purchasing without the weight of an enterprise system.
Related pages.
Know what you're paying for.
From purchase order to checked supplier invoice in one place, with accurate stock and spending you've approved. Sign up and try it with your own data.
Book a demo