Procurement & Purchasing · Intake Form
Procurement Request Intake
Give the intake request process one front door, one owner and one visible status. Built for procurement teams across industries.
Explore templateProcure to Pay (P2P) Process Template
Standardize how your team handles every P2P request. The template ships with 6 stages, 8 fields and 4 automations you can adjust in minutes.
- Stages
- 6
- Fields
- 8
- Automations
- 4
- Setup
- 10 minutes
Procure to Pay (P2P) Process Process Pack · Procurement & Purchasing
- 1Request submitted
- 2Validation and clarification
- 3Budget and policy check
- 4Approval routing
- 5Procurement review
- 6Issued and closed
Quick answer
The Procure to Pay (P2P) Process template is a pre-built procurement workflow used to run requisition, ordering, receipt and invoice payment as one connected process. It runs across 6 stages, from request submitted to issued and closed, captures 8 standard fields including requisition reference and invoice reference, and applies 4 automations so routing, checks and record-keeping happen without manual chasing.
Inside the Procure to Pay (P2P) Process template
The template gives the P2P request process a defined shape. Submission captures 8 fields up front, which removes the back-and-forth that normally follows an incomplete request. From there the record moves through 6 stages, each with its own owner and exit condition, and 4 built-in automations apply checks and routing consistently rather than depending on who is available. It suits procurement teams across industries that need control and an audit trail without adding administrative work, and it syncs with SAP and Oracle NetSuite.
The problem it solves. Procurement, receiving and AP each work in a different system, so nobody owns the end-to-end cycle or its exceptions. Putting the process in Zapro means the information is captured once and stays current for everyone who needs it.
The 6 stages in this template
Every P2P request follows the same 6 stages, so anyone can see where a record is without asking. Stages, owners and exit conditions are configurable if your policy differs.
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Request submitted
The requester raises the P2P request in a single Zapro form with quantity, need-by date, cost center and justification.
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Validation and clarification
Zapro checks mandatory fields and pushes the P2P request back to the requester automatically when something is missing.
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Budget and policy check
The request is matched against the cost center budget and the purchasing policy before it moves any further.
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Approval routing
Approval routes to the procurement manager based on value, category and entity, with reminders on every pending step.
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Procurement review
The procurement team confirms supplier, price and delivery terms, then converts the approved P2P request into a downstream document.
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Issued and closed
The final P2P request is issued to the supplier, the requester is notified, and the full trail stays searchable for audit.
The data this template collects up front
These 8 fields are pre-configured on the intake form. Mandatory rules, picklists and validation are already applied, so a P2P request cannot progress with gaps in it.
- Requisition reference
- Supplier
- PO reference
- Goods receipt
- Invoice reference
- Matching status
- Payment status
- Cycle owner
The manual steps this template removes
Requisition to PO conversion
It triggers the moment the condition is met, so nothing waits on someone noticing it first.
Three-way match on receipt and invoice
This runs as a built-in rule, which removes the follow-up chasing that usually surrounds it.
Exception routing to the right owner
Zapro applies this to every P2P request as it enters the workflow, so nobody has to remember to do it.
Status sync back to the ERP
Configured once during setup, then enforced consistently on every record without further effort.
What teams get out of this template
- Every purchase request has a single owner and a visible status
- Approvals stop living in inboxes and chat threads
- Budget is checked before commitment, not after invoicing
- Audit evidence is produced as a by-product of the workflow
- The team can run requisition, ordering, receipt and invoice payment as one connected process from a single record
Manual process versus the Procure to Pay (P2P) Process template
| Aspect | Manual process | With the Zapro template |
|---|---|---|
| P2p request handling | Procurement, receiving and AP each work in a different system, so nobody owns the end-to-end cycle or its exceptions | One workflow that helps you run requisition, ordering, receipt and invoice payment as one connected process |
| Data quality | Re-keyed between spreadsheets and the ERP | Captured once, validated at entry, synced to the ERP |
| Audit readiness | Evidence reassembled from mailboxes at audit time | Complete trail generated as the work happens |
| Cycle time | Depends on who is chasing this week | Predictable, with reminders and escalation built in |
| Status visibility | Chase people on email or Slack to find out where it is | Live status on every record, visible to requester and approver |
Systems this template connects to
Zapro connects to your existing systems so this template becomes part of the process rather than another place to check.
- SAP
- Oracle NetSuite
- Microsoft Dynamics 365
- Slack
- Microsoft Teams
- Zapro Supplier Portal
Guides that go with this template
- End-to-End Procurement
The Zapro product page behind this template and everything it connects to.
- Purchase Order Process
What a purchase order is and how the PO cycle should work.
- Procurement KPIs
The metrics procurement teams use to prove performance.
Procure to Pay (P2P) Process template FAQs
What is the Procure to Pay (P2P) Process template?
It is a pre-built procurement workflow in Zapro that lets procurement teams run requisition, ordering, receipt and invoice payment as one connected process. Each P2P request is captured on an 8-field form, moves through 6 stages with a named owner at each step, and is supported by 4 automations covering routing, validation and record updates.
How long does the Procure to Pay (P2P) Process template take to set up?
Most teams have it running in about 10 minutes. The stages, fields and automations are already configured, so setup is mainly adjusting approval thresholds, field labels and owner assignments to match your own policy.
Who uses the Procure to Pay (P2P) Process template?
Primarily chief procurement officers, working with procurement managers and category buyers. It is most commonly used by procurement teams across industries, though the workflow itself is not sector-specific.
Can we enforce different approval limits by entity or cost center?
Yes. Approval thresholds in Zapro are configured per legal entity, cost center, category and value band, so a request raised in one business unit follows that unit's policy without a separate workflow being built.
Does this template work alongside our ERP?
Yes. Zapro syncs vendor master data, cost centers and approved documents with ERP and accounting systems, so the template runs the process and the ERP stays the financial system of record.
Start with the Procure to Pay (P2P) Process template
Zapro ships with this template plus the rest of the procurement and vendor management suite. Start with the P2P request process and expand into sourcing, contracts, invoices and spend when you are ready.