Procure-To-Pay and Accounts Payable Automation for Educational Institutions
Highly flexible and user-friendly Procurement Software combined with fully automated Invoice Processing and robust spend management tools, created to meet the evolving needs of forward-thinking educational institutions.
Education Challenges
The education sector encounters several challenges in the procure-to-pay (P2P) process due to budget constraints, decentralized operations, and regulatory requirements.
Key challenges include:
- Budget Constraints
Limited funding and tight budgets demand strict control over spending to ensure resources are allocated effectively.
- Decentralized Purchasing
Multiple departments, campuses, or schools often make independent purchasing decisions, leading to inefficiencies, duplicate spending, and lack of visibility
- Approval Delays
Lengthy approval processes can slow down procurement, impacting the timely delivery of critical resources for students and staff.
- Compliance Requirements
Adherence to strict public sector procurement policies and grant regulations adds complexity and administrative burden.
- Supplier Management
Limited funding and tight budgets demand strict control over spending to ensure resources are allocated effectively.
- Manual Processes
Reliance on paper-based or outdated systems for requisitions, approvals, and invoice processing increases errors and reduces efficiency.
- Tracking and Reporting
Difficulty in consolidating spend data across departments or campuses hinders effective reporting, auditing, and strategic decision-making.
Addressing these challenges requires automation, centralized control, and enhanced visibility to optimize procurement, ensure compliance, and maximize the impact of limited educational resources.
Budget Visibility in Real-Time
Track all your budgets in real time on a single, unified platform. Instantly see what’s been spent and know exactly what remains before approving the next purchase.
- View how each purchase affects a specific budget before giving approval.
- Real-time graphs and charts displaying actual spending versus over-committed amounts.
- Set up budgets based on projects, departments, GL Codes and more.
Spend Smarter,
Elevate Your Institution
Budget-Aware Purchasing Workflows
Streamlined purchasing with automated purchase orders and easily configurable approval workflows.
Easy Vendor Management
Track vendors, their pricing and delivery records, from a single platform, whenever you need.
Controlled, Compliant Spending
Budget aware approval workflows ensure spending compliance with centralized user control.
Software That Users Love
Easy to use intuitive software that ensures widespread user adoption.
Customizable User Permissions
Tailor user access to fit your organization’s needs with fully customizable permissions, allowing you to control who can view, approve, and manage specific data and processes.
- Control who can approve, track, or request spending with role-specific permissions.
- Easily adjust permissions as team roles and responsibilities change.
- Prevent unauthorized spending by setting custom approval levels and thresholds.
- Create secure and efficient workflows with tailored access levels.
Customizable Approval Workflows
PLANERGY enables you to monitor and optimize every step of your purchasing process. Customize approval workflows to streamline purchase requests, notify decision-makers, generate purchase orders, receive items, and match payments seamlessly.
- Streamlined Purchase Approvals: Automate and customize approval routes based on departments, budgets, or purchase types to speed up decision-making.
- Enhanced Spending Control: Set approval limits and conditions to prevent overspending and unauthorized purchases.
- Improved Compliance:Ensure purchases follow internal policies and external regulations by enforcing tailored approval checkpoints.
- Greater Visibility: Track approval progress in real time, ensuring transparency and accountability across the entire purchasing process.
Education Case Studies
Explore these case studies to gain insights into effective strategies, challenges overcome, and lessons learned in the pursuit of high-quality, student-centered education.
From 100 invoices a week to 600 with PLANERGY’s invoice automation.
Marwa Sadek, CFO,
Bellevue Place Education Trust
BPET Boosts Efficiency with PLANERGY
Bellevue Place Education Trust (BPET) transformed its financial operations with PLANERGY—processing 6X more invoices without increasing headcount, cutting costs, and gaining real-time budget control.
Seamlessly integrated with Xero, it delivers transparency, scalability, and game-changing automation.
Before PLANERGY, we had to chase paper approvals, making purchasing time-consuming. Now, everything is digital and approvals are just a click away.
Franklin Scott, Director of Operations,
Crossroad Academy Charted School
Crossroad Academy Charter School Transforms Procurement with PLANERGY
Crossroad Academy streamlined purchasing with PLANERGY, eliminating paper approvals, improving compliance, and integrating seamlessly with QuickBooks.
Now, financial oversight is stronger, approvals are instant, and procurement is fully digital—saving time, reducing costs, and ensuring audit readiness.
PLANERGY has streamlined our processes and given us much better control over our finances. It’s been an excellent investment, and the support has been top-notch. We’re really pleased with the improvements.
Phil Andrews, CFO,
Inspire Learning Partnership
ILP Transforms Procurement with PLANERGY
Inspire Learning Partnership streamlined finances with PLANERGY, automating invoice processing, improving budget transparency, and enforcing procurement controls.
Seamlessly integrated with Xero, it boosts efficiency, compliance, and cost savings—empowering ILP to scale and manage spending with ease.
PLANERGY enabled us to become a fully paperless finance function. The automation of the approval process and the integration with Xero have significantly improved our efficiency and control over spending.
Tony Marnham, Trust Finance Manager,
Leathersellers’ Federation of Schools
Leathersellers' Federation Transforms Finance with PLANERGY
Leathersellers’ Federation streamlined procurement, automated approvals, and cut costs with PLANERGY.
By eliminating manual processes, improving financial control, and integrating seamlessly with Xero, the trust now operates more efficiently with real-time transparency and compliance across all purchasing activities.
"Top Organizations Trust Us, You Can Too"
What Education Customers Are Saying
With PLANERGY, we gained purchase order management and centralized invoice processing with unmatched value and cost-effectiveness. It was a no-brainer.
We now resolve spending issues before the purchase happens, saving us time and preventing budget overruns.
Drw Cannon
CFO, Trust in Learning
PLANERGY enabled us to become a fully paperless finance function.
The automation of the approval process and the integration with Xero have significantly improved our efficiency and control over spending.
Tony Marnham
Finance Manager, Leathersellers
PLANERGY has streamlined our processes and given us much better control over our finances.
It’s been an excellent investment, and the support has been top-notch. We’re really pleased with the improvements it has brought to our trust.
Phil Andrews
Director of Finance, Inspired Learning Partnership
We needed to transition our paper PO system to digital to be able to better manage our budgeting and spending.
PLANERGY is fantastic Procure-to-Pay software, and we love their support.
Nancy Moglinicki
Controller, St. John Vianney School
PLANERGY is so easy to use, and it’s brilliant how quick everything is now. Matching invoices is seamless.
The support has been fantastic. We’ve always received a quick response whenever we’ve had questions or needed help.
Nikki Usher
Finance Team, Inspired Learning Partnership
With PLANERGY, we’ve gained complete visibility and control over our school’s spending.
PLANERGY has really improved our audit readiness, within seconds we can pull a report to see purchasing histories at school, department, or individual level.
Donald Freeman
Finance Manager, Northwood Schools
As soon as we saw PLANERGY, it was hands down a no-brainer for us. PLANERGY just offered a lot more than the other P2P options.
Going into our first audit, it was fantastic to have this bit of armory. If they said, ‘Oh, can you show us this approval?’ Click on screen, there you go.
Tony Marnham
Finance Manager, Leathersellers
With PLANERGY, we gained purchase order management and centralized invoice processing with unmatched value and cost-effectiveness. It was a no-brainer.
Drw Cannon
CFO, Trust in Learning
We’ve had a much better level of control over procurement since implementing PLANERGY.
The accounting integration has worked really well, and the ability to make adjustments in Xero is crucial for us.
Phil Andrews
Director of Finance, Inspired Learning Partnership
Better Spend Management
Find out how PLANERGY’s Procure-To-Pay platform can revolutionize your organization’s Spend Management. Schedule a short demo to find out more.
Book a personalized demo to see the PLANERGY procure-to-pay platform for yourself.