As a small business owner, managing your purchasing process efficiently is crucial for maintaining smooth operations and controlling costs. One way to streamline your purchasing process is by implementing a reliable Purchase Order (PO) system. A good PO system can help you automate and centralize your purchasing activities, resulting in better inventory management, improved supplier relationships, and increased cost savings.

In this article, we will guide you through the process of choosing the best PO system for your small business. We will discuss the key features to look for, the benefits of implementing a PO system, and provide you with some recommendations to help you make an informed decision.


What are the core features PO software should have?

A purchase order (PO) is a document from the buyer to the seller outlining the goods or services to be purchased. It serves as a precursor to the actual transaction, detailing what the buyer intends to buy and at what price.

Unlike an invoice, which comes after the goods or services are delivered, a PO is sent before ordering to establish clear expectations and prevent misunderstandings later on.

Creating a PO is only the start of the purchase order process, which includes several checkpoints and approvals to ensure timely PO processing. In most cases, a purchase order process includes:

PO Creation: Enables users to generate POs based on purchase requisition documents, detailing the goods and services to be purchased.
Approval Workflow: Facilitates approval processes by allowing stakeholders to review and authorize POs, typically after budget and document verification.
Vendor Communication: Streamlines communication by sending POs directly to vendors or suppliers after approval, establishing a clear contractual agreement.
Contract Management: Helps set up legally binding contracts between the company and suppliers, ensuring terms and conditions are documented.
Receipt Management: Tracks the receipt of goods/services from suppliers, ensuring quality and resolving any issues or defects promptly.
Invoice Matching: Automates the reconciliation process by matching received invoices with the initial purchase request and PO, minimizing discrepancies.
PO Closure: Allows for the closure of POs once all transactions are complete and discrepancies are resolved, maintaining accurate records.

These features streamline the purchase order process, improving efficiency, reducing errors, and ensuring transparent communication between buyers and suppliers.


Here are some of the core features that a simple purchase order software for small business should have:

1. Automated Workflows

The system should allow for personalized automated workflows and tasks to streamline the purchase order process. This ensures that all required approvals are automatically routed to the appropriate individuals, triggering subsequent steps in the process seamlessly.

2. Customizable Forms

The purchase order forms within the automated workflow should be adaptable to your specific needs. This enables you to customize data fields and include all necessary information relevant to your purchase orders.

3. Automated Cross-Checking

The purchase order management software should have the capability to automatically cross-reference and validate data across purchase requisitions, purchase orders, and invoices. This helps to prevent errors and discrepancies in the procurement process.

4. Role-Based Access

The system should allow you to control access to specific stages of the purchase order workflow based on each user’s role within the organization.

5. Real-Time Reporting

The purchase order management software should deliver visually compelling reports and insights on the status of the PO process within the organization. This allows for swift identification of bottlenecks, delays, or inefficiencies, fostering ongoing process enhancement.


Why Zapro the best purchase order software for small businesses?

Zapro Procurement stands out as the optimal purchase order software for small businesses due to its comprehensive features tailored to streamline the purchase order process. From initiating purchase requisitions to managing invoices, Zapro Procurement offers an integrated platform for handling every step efficiently. By opting for Zapro Procurement, small businesses can digitize and centralize their procurement operations, ensuring smoother workflows and improved transparency. This cloud-based solution automates tedious manual tasks, eliminating paper-based processes and reducing errors. With Zapro Procurement, businesses gain the ability to manage purchase requisitions, generate purchase orders, oversee vendor relationships, and expedite invoice approvals seamlessly. The software’s intuitive interface simplifies complex procedures, allowing small business owners and their teams to focus on core operations without the burden of administrative tasks. In essence, Zapro Procurement empowers small businesses to optimize their procurement processes, enhance productivity, and achieve greater efficiency in managing their purchasing operations.


Benefits of using purchase order software for small businesses

Reduced manual intervention

Digitizing and automating the purchase order process eliminates the need for manual intervention by your team, leading to time savings and minimizing errors associated with manual data entry.

Saved operational costs

Utilizing cloud-based purchase order systems accelerates the entire process, resulting in significant operational cost savings of up to 45-65% for your business.


Achieve complete transparency throughout the purchase order process, ensuring everything stays on track by easily monitoring the status of all open purchase orders.


Zapro – A customizable and flexible procurement platform

Zapro offers a customizable and adaptable procurement platform tailored to your needs. With Zapro Procurement, you can effortlessly generate purchase orders and streamline the approval process for purchase requests. Its fully customizable nature enables you to design workflows that align perfectly with your organization’s unique requirements.

Discover how Zapro can enhance efficiency and drive cost savings for your business.