Transform Your Spend Approval Process

Spend Management approval software is a tool designed to streamline and automate the process of reviewing, approving, and managing spending requests within an organization.

It helps ensure that purchases comply with budgets and policies, offering greater control and visibility over expenditures.

How It Works:

• Request Submission: Employees submit spending requests through the software, including details such as amounts, vendor information, and justification.

• Custom Workflows: The software routes requests through predefined approval workflows based on roles, departments, or spending thresholds.

• Budget Integration: It checks requests against available budgets in real-time, ensuring compliance with spending limits.

• Policy Enforcement: Custom rules and policies ensure that all approvals align with organizational guidelines.

• Notifications & Approvals: Approvers are notified instantly and can review, approve, or reject requests with just a few clicks, often through a mobile app or a browser.

• Audit Trails: The system keeps detailed records of all transactions for easy tracking, reporting, and compliance audits.

By automating and optimizing the approval process, Spend Management approval software reduces manual errors, saves time, improves visibility, and ensures financial control across the organization.

Using spend management approval software in your organization offers numerous benefits that enhance efficiency, visibility, and control over your financial processes:

1. Streamlined Processes

   • Automates approval workflows, reducing time spent on manual tasks.

   • Eliminates long email chains and repetitive follow-ups.

   • Speeds up the approval process, ensuring faster decisions.

2. Enhanced Visibility

   • Provides real-time insights into budgets, spending patterns, and pending approvals.

   • Centralizes data, offering a clear view of organizational spending.

   • Helps track and manage expenses at every stage.

3. Improved Budget Control

   • Ensures spending stays within predefined budgets and limits.

   • Supports data-driven decision-making with up-to-date financial information.

   • Prevents overspending by enforcing compliance with financial policies.

4. Increased Compliance

   • Automatically enforces company spending rules and policies.

   • Tracks all transactions, creating an audit-ready record for accountability.

   • Simplifies adherence to financial regulations and standards.

5. Cost Savings

   • Identifies and eliminates unnecessary expenses.

   • Enhances resource allocation and prevents wasteful spending.

   • Improves vendor management and strengthens negotiation power.

6. Empowered Decision-Making

   • Offers clear, actionable insights for faster, more confident approvals.

   • Enables decision-makers to see the financial impact of requests before approving them.

   • Reduces the risk of errors and uninformed decisions.

7. Scalability and Flexibility

   • Adapts to your organization’s unique approval workflows and policies.

   • Integrates with existing systems like ERP or accounting software.

   • Scales effortlessly as your organization grows.

By adopting spend management approval software, your organization can operate more efficiently, gain better financial control, and foster a culture of accountability and informed decision-making.

At PLANERGY, your data’s security isn’t just a feature—it’s a foundation. We take every step to ensure your information stays safe, private, and fully under your control:

• End-to-End Encryption: All data is encrypted both in transit and at rest, protecting it from unauthorized access every step of the way.

• Smart Access Controls: Define who can view or edit information with customizable, role-based permissions that protect sensitive data across your organization.

• Built-In Compliance: PLANERGY meets established industry standards and regulations, so you can feel confident your data is always handled with care.

• Ongoing Security Checks: We regularly audit and test our systems to proactively spot and fix vulnerabilities—before they become risks.

We know trust is earned, and we’re committed to earning it every day by keeping your data secure.

PLANERGY’s spend management approval software streamlines approval workflows by automating and optimizing each step of the process, ensuring efficiency, visibility, and compliance. Here’s how it works:

1. Customizable Approval Workflows

   • Allows you to set up tailored workflows based on your organization’s structure, roles, and spending policies.

   • Automatically routes requests to the appropriate approvers, eliminating manual intervention.

2. Real-Time Budget Integration

   • Integrates with your budgets to provide instant insights into spending limits and available funds.

   • Ensures that every approval aligns with your financial plans, preventing overages.

3. Policy Enforcement

   • Automatically enforces organizational spending rules and policies.

   • Rejects non-compliant requests upfront, saving time and maintaining control.

4. Automated Notifications and Alerts

   • Sends real-time notifications to approvers for quick reviews and decisions.

   • Keeps requesters informed about the status of their submissions, reducing follow-ups.

5. Centralized Communication

   • Consolidates all approval-related communications in one platform, avoiding email back-and-forth.

   • Tracks changes and feedback directly within the system for transparency.

6. Mobile and Remote Access

   • Enables approvals on the go through mobile devices, ensuring flexibility and quick response times.

   • Empowers remote teams to stay connected and efficient.

7. Comprehensive Audit Trails

   • Keeps a detailed record of every approval step, providing full visibility and accountability.

   • Simplifies audits and reporting with easily accessible historical data.

By automating repetitive tasks, integrating with budgets, and enforcing compliance, PLANERGY eliminates bottlenecks, reduces errors, and accelerates the approval process while giving you full control over organizational spending.

Yes, you can fully customize spend management approval workflows in PLANERGY to align with your organization’s unique needs and processes. The platform offers flexible options for tailoring workflows based on roles, departments, spending thresholds, and policies.

1. Role-Based Approvals

   • Define workflows based on job roles or hierarchy.

   • Automatically route requests to the appropriate approvers.

2. Spending Thresholds

   • Set approval tiers based on the value of a request.

   • Assign different approvers for low-, medium-, or high-value purchases.

3. Approval by GL Codes

   • Route approvals based on specific general ledger (GL) codes tied to the request.

   • Ensure the right financial stakeholders review and approve expenses aligned with budget categories.

4. Department-Specific Rules

   • Create workflows tailored to individual departments or teams.

   • Ensure compliance with department-specific budgets and policies.

5. Custom Approval Rules

   • Define rules for different scenarios, such as vendor selection or urgent requests.

   • Enforce policies automatically to maintain control.

6. Flexible Workflow Structures

   • Design sequential, parallel, or conditional workflows to suit your organization’s requirements.

   • Allow for multiple approvers or special approval paths when necessary.

7. Integration with Budgets

   • Link workflows to real-time budget data, ensuring requests comply with spending limits.

   • Automatically flag or reject requests that exceed budgets.

8. Dynamic Notifications

   • Customize alerts and notifications to keep stakeholders informed throughout the process.

PLANERGY’s customizable workflows help streamline approvals, enforce compliance, and adapt to your organization’s changing needs, ensuring an efficient and seamless process.

PLANERGY ensures compliance and control in the approval process by combining automation, policy enforcement, and real-time insights. Here’s how it achieves this:

1. Automated Policy Enforcement

   • PLANERGY applies your organization’s spending policies automatically, ensuring every request aligns with predefined rules.

   • Non-compliant requests are flagged or rejected immediately, preventing errors or unauthorized spending.

2. Custom Approval Rules

   • Enables you to set specific rules based on spending limits, departments, roles, or other criteria.

   • Approvals are routed through customized workflows that match your organization’s hierarchy and policies.

3. Real-Time Budget Integration

   • Integrates directly with your budgets, providing up-to-date data during the approval process.

   • Prevents approvals that exceed budget limits or allocated funds, maintaining financial control.

4. Audit Trails and Reporting

   • Tracks and records every step of the approval process, creating a comprehensive audit trail.

   • Provides detailed reports for oversight, ensuring accountability and transparency.

5. Spending Thresholds

   • Enforces approval levels based on spending thresholds, ensuring high-value purchases receive the appropriate level of scrutiny.

   • Reduces risks by escalating significant expenditures to senior approvers.

6. User Permissions and Role Management

   • Restricts access and permissions based on user roles, ensuring sensitive information and approvals are handled securely.

   • Prevents unauthorized actions by limiting approvals to designated personnel.

7. Vendor and Purchase Validation

   • Ensures vendor details and purchase requests meet organizational standards before approval.

   • Reduces fraud or errors by validating data at every step.

8. Notifications and Alerts

   • Sends real-time alerts to approvers, reminding them of pending actions and maintaining workflow continuity.

   • Ensures timely decision-making, avoiding bottlenecks or unapproved spending.

By integrating automation, transparency, and strict adherence to rules, PLANERGY maintains control over your approval workflows, ensures compliance with policies, and minimizes financial risks.

PLANERGY is designed to help organizations stay compliant—automatically and effortlessly. Here’s how:

• Custom Policy Enforcement: Set rules for spend thresholds, required approvals, vendor restrictions, and more. PLANERGY applies these policies in real time, helping prevent out-of-policy purchases before they happen.

• Approval Workflows: Build structured, multi-level approval paths that mirror your internal controls, ensuring every purchase gets the right oversight.

• Audit-Ready Records: Every transaction is fully traceable, with a time-stamped digital audit trail that supports both internal policy reviews and external audits.

• Regulatory Alignment: PLANERGY supports compliance with industry standards and regulations like SOX, GDPR, and internal financial governance policies through data integrity, role-based access, and process transparency.

• Document Controls: Attach contracts, certifications, and policy documents directly to POs and vendor records, ensuring your team always has the right context and documentation.

With PLANERGY, compliance isn’t just a checkbox—it’s woven into every part of your procurement process.

PLANERGY integrates seamlessly with a wide range of accounting and ERP systems, enhancing your procurement and financial workflows. Key integrations include:  

• Sage Intacct: Enhance your financial operations by linking PLANERGY with Sage Intacct for real-time data synchronization. 

• QuickBooks Online: Synchronize purchase orders and invoices directly with QuickBooks Online for streamlined financial management. 

• QuickBooks Desktop: Synchronize purchase orders and invoices directly with QuickBooks desktop for streamlined financial management. 

• Xero: Connect with Xero to ensure accurate and up-to-date financial data across platforms. 

• Exact: Ensure efficient procurement and financial data management by integrating with Exact. 

• Sage 50: Integrate with Sage 50 to automate procurement processes and maintain consistency in your financial records. 

• Sage 200: Integrate with Sage systems to automate procurement processes and maintain consistency in financial records. 

• Bill.com: Facilitate seamless accounts payable workflows by integrating with Bill.com. 

• Twinfield: Connect with Twinfield to streamline your accounting processes and improve data accuracy. 

• Custom Integrations: For systems without direct integrations, PLANERGY offers custom integration options, including API integrations and customized CSV exports, to ensure compatibility with your existing software infrastructure.  

These integrations enable efficient data synchronization, reduce manual data entry, and ensure consistency across your procurement and financial systems, enhancing overall operational efficiency. 

PLANERGY provides extensive reporting and analytics tools for purchase requisitions, offering insights that empower better decision-making and process optimization. Key features include:

1. Real-Time Reporting:

   • Access up-to-the-minute data on requisitions, approvals, and spending to track performance and ensure alignment with budgets.

2. Customizable Dashboards:

   • Create tailored dashboards to monitor key metrics like approval times, spending trends, and requisition statuses.

3. Spend Analytics:

   • Analyze spending patterns by department, supplier, or category to identify cost-saving opportunities and improve procurement strategies.

4. Compliance Reports:

   • Generate detailed reports to track adherence to approval workflows, budgets, and procurement policies, supporting audits and regulatory requirements.

5. Internal KPI Reports:

   • Generate detailed reports to track adherence to approval workflows, budgets, and internal performance indicators.

6. Historical Data Trends:

   • Review past requisition data to spot trends, evaluate vendor performance, and forecast future procurement needs.

7. Exportable Data:

   • Easily export data into various formats for deeper analysis or sharing with stakeholders.

By providing detailed insights into every stage of the requisition process, PLANERGY helps organizations improve transparency, optimize spending, and enhance procurement efficiency.

PLANERGY is built to reduce errors, enforce controls, and keep your accounts payable (AP) process running smoothly from receiving to payment. Here’s how:

• Three-Way Matching: PLANERGY automatically matches purchase orders, receiving documents, and invoices—flagging discrepancies before payment is approved.

• Real-Time Data Validation: Key fields like quantities, prices, and vendor details are checked against original POs to ensure accuracy at every step.

• Controlled Receiving: Goods and services can only be marked as received by authorized users, preventing premature or duplicate entries.

• Invoice Approval Workflows: Route invoices through customizable workflows for review, so nothing is paid without the right approvals.

• Audit Trails & Version Tracking: Every change and action is logged, giving your finance team full visibility and control over the process.

• Custom Fields & Rules: Tailor fields and logic to your business needs—so the system catches issues before they become costly mistakes.

With PLANERGY, you get a consistent, controlled process that improves accuracy, speeds up approvals, and protects your bottom line.

PLANERGY provides extensive reporting and analytics tools for purchase requisitions, offering insights that empower better decision-making and process optimization. Key features include:

1. Real-Time Reporting:

   • Access up-to-the-minute data on requisitions, approvals, and spending to track performance and ensure alignment with budgets.

2. Customizable Dashboards:

   • Create tailored dashboards to monitor key metrics like approval times, spending trends, and requisition statuses.

3. Spend Analytics:

   • Analyze spending patterns by department, supplier, or category to identify cost-saving opportunities and improve procurement strategies.

4. Compliance Reports:

   • Generate detailed reports to track adherence to approval workflows, budgets, and procurement policies, supporting audits and regulatory requirements.

5. Internal KPI Reports:

   • Generate detailed reports to track adherence to approval workflows, budgets, and internal performance indicators.

6. Historical Data Trends:

   • Review past requisition data to spot trends, evaluate vendor performance, and forecast future procurement needs.

7. Exportable Data:

   • Easily export data into various formats for deeper analysis or sharing with stakeholders.

By providing detailed insights into every stage of the requisition process, PLANERGY helps organizations improve transparency, optimize spending, and enhance procurement efficiency.

PLANERGY offers comprehensive support and training to ensure your team can effectively use its purchase requisition software. Key offerings include:

1. Onboarding and Training

   • Personalized onboarding sessions tailored to your organization’s workflows.

   • Hands-on training to help your team quickly get up to speed.

2. Ongoing Support

   • Dedicated support team is available via email, phone, and screen-sharing for help with any questions or issues.

   • Proactive guidance to help you adapt the software as your needs evolve.

3. Resource Library

   • Access to an extensive library of user guides, video tutorials, FAQs, and best practices to maximize the software’s value.

4. Customer Success Team

   • A dedicated customer success team focused on your success, offering strategic advice to help you achieve long-term success with PLANERGY.

5. Regular Updates and Enhancements

   • Continuous improvements to the software with ongoing updates and new features based on customer feedback.

These resources ensure a seamless implementation and provide your organization with the tools and expertise to optimize your purchase requisition process.

Implementation timelines depends on the size of your organization and the complexity of your specific requirements.

On average, implementation takes between 3 and 8 weeks, depending on the scale and complexity of the implementation requirements.

We build a custom implementation roadmap to reflect the size of your business and requirements and how motived you are to go live.

PLANERGY’s team works closely with you throughout the process to ensure a seamless smooth deployment, typically organized into the following stages.

• Needs Discovery: Assessing your needs, goals, and existing workflows to tailor the PLANERGY solution to your organizational needs.

• Configuration, Integration and Implementation: Customizing PLANERGY to align with your workflows and processes for optimal performance. Seamless integration with your accounting or ERP systems for accurate data synchronization.

• Team Training: Conducting training sessions to empower your team to use the software effectively.

• Go-Live and Support: Launching the system with ongoing assistance to ensure smooth change management.