Total Control of Your Organization’s Spending With PLANERGY Spend Management Software

Spend Management Software is a digital tool that helps organizations track, control, and optimize business spending. It centralizes purchasing, automates approval workflows, and enforces budgets—giving teams real-time visibility into every transaction.

The result: reduced costs, improved compliance, and smarter, faster financial decisions that drive long-term efficiency and growth.

1. Captures Spend Requests

   Employees initiate the process by submitting purchase requests through a centralized platform. These requests can be built from approved vendor catalogs, custom items, or service needs.

   The system auto-fills vendor, department, and budget details to ensure accuracy and streamline the creation of purchase orders.

2. Automates Approvals

   Once submitted, the request follows a predefined approval workflow based on role, spend threshold, or department.

   Managers and finance teams are notified via email, Slack, or Teams, and can approve or reject requests in real-time—ensuring fast, compliant decision-making and clear audit trails.

3. Enforces Budgets and Policies

   The software cross-checks each request against real-time budget data and company policies.

   It flags out-of-policy spending, prevents overspending, and ensures that every transaction is aligned with financial goals. This proactive control reduces financial risk and promotes accountability.

4. Connects to Vendors

   Upon approval, purchase orders are automatically sent to vendors via email, EDI, or integrated PunchOut catalogs.

   Employees are guided to buy from preferred suppliers and negotiated contracts—ensuring pricing compliance and eliminating rogue spend.

5. Matches Invoices and POs

   PLANERGY performs automated three-way matching between purchase orders, delivery receipts, and invoices.

   This ensures accuracy before any payment is processed, prevents duplicate payments, and eliminates the need for manual cross-checking—saving time and reducing errors.

6. Provides Real-Time Reporting

   All transaction data is captured and made available in customizable dashboards and reports.

   Finance and procurement teams can analyze spending by category, department, vendor, or time period—giving them the insights needed to cut waste, improve supplier performance, and plan more effectively.

7. Integrates with Your Systems

   PLANERGY integrates with your existing accounting and ERP systems—such as QuickBooks, NetSuite, Xero, Sage, and Microsoft Dynamics. This ensures all purchasing data flows directly into your financial tools, enabling accurate budget tracking, seamless reconciliation, and simplified month-end reporting.

Using purchase order software in your organization offers several key benefits that enhance efficiency, compliance, and financial control. Here’s how it can help:

1. Time Savings

   • -Automated Processes: Automates manual tasks like receipt scanning, data entry, and report creation.

   • -Quick Approvals: Streamlines approval workflows, reducing delays and freeing up managerial time.

   • -Mobile Access: Employees can submit and review expenses on-the-go, minimizing downtime.

2. Improved Accuracy

   • -Error Reduction: Reduces manual errors in expense recording and calculations.

   • -Receipt Scanning with OCR: Extracts key data from receipts automatically, ensuring precise reporting.

   • -Policy Enforcement: Flags non-compliant or duplicate expenses to prevent mistakes.

3. Cost Control and Transparency

   • -Real-Time Tracking: Provides visibility into company spending patterns in real-time.

   • -Spend Insights: Analytics help identify unnecessary expenses, overspending, and opportunities for savings.

   • -Budget Management: Allows tracking against budgets, ensuring adherence to financial goals.

4. Policy Compliance and Fraud Prevention

   • -Customizable Rules: Enforces company policies on expense limits, categories, and documentation.

   • -Audit Trails: Creates a transparent record of expense activities, aiding in compliance with regulatory requirements.

   • -Fraud Detection: Identifies duplicate or suspicious claims automatically.

5. Employee Satisfaction

   • -Faster Reimbursements: Speeds up the reimbursement process, improving employee satisfaction.

   • -Simplified Reporting: Easy-to-use tools for submitting expenses reduce employee frustration.

   • -Mobile Capabilities: Enables quick and convenient expense management for traveling employees.

6. Seamless Integration

   • -Accounting Software: Syncs with systems like QuickBooks, SAP, or Xero for streamlined financial management.

   • -ERP Systems: Ensures smooth data flow between expense management and other operational software.

   • -Corporate Cards: Integrates with corporate credit cards for automatic expense tracking and reconciliation.

7. Scalability

   • -Adaptable for Growth: Handles increasing transaction volumes and complex workflows as the organization expands.

   • -Customizable Features: Tailors workflows, categories, and policies to meet evolving needs.

8. Regulatory Compliance

   • -Tax Reporting: Simplifies VAT, GST, and other tax-related filings by categorizing and documenting expenses accurately.

   • -Audit Readiness: Maintains detailed records for internal and external audits.

9. Data-Driven Decision Making

   • -Insightful Reports: Offers dashboards and detailed reports for monitoring trends, costs, and departmental spending.

   • -Strategic Planning: Enables informed decision-making by highlighting areas for cost optimization.

By implementing purchase order software, your organization can achieve greater financial efficiency, improved compliance, and a better employee experience, all while gaining actionable insights to drive smarter business decisions.

PLANERGY’s spend management software streamlines the purchase order process by automating request creation, routing approvals based on custom workflows, and sending POs directly to vendors.

It ensures policy compliance, prevents manual errors, and enables real-time budget checks. With integrated tracking and three-way matching, organizations gain faster processing, greater accuracy, and complete visibility from request to payment.

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 purchase order process with the following features:

1. Customizable Workflows

   • Configure approval workflows to match your organization’s structure and policies.

2. Approval Thresholds

   • Set spending limits based on roles, departments, or categories to prevent unauthorized purchases.

3. Real-Time Budget Checks

   • Verify budget availability automatically before approvals, reducing overspending risks.

4. Three-Way Matching

   • Match purchase orders with invoices and receipts to ensure accuracy and prevent fraud.

5. Audit Trails

   • Maintain detailed records of all actions for full transparency and accountability.

6. Policy Enforcement

   • Automate compliance with internal procurement policies and guidelines.

7. Seamless Integration

   • Sync with accounting systems and ERPs to ensure data consistency and regulatory compliance.

8. Notifications and Alerts

   • Customize notifications to keep stakeholders informed and ensure timely approvals.

These features provide a robust framework for maintaining control, reducing errors, and ensuring compliance throughout the procurement process.

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

1. 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.

2. Approval Workflows

   • Build structured, multi-level approval paths that mirror your internal controls.

   • Ensure every purchase gets the right oversight.

3. Audit-Ready Records

   • Every transaction is fully traceable with a time-stamped digital audit trail.

   • Supports both internal policy reviews and external audits.

4. Regulatory Alignment

   • Supports compliance with industry standards and regulations like SOX, GDPR, and internal financial governance policies.

   • Ensures data integrity, role-based access, and process transparency.

5. Document Controls

   • Attach contracts, certifications, and policy documents directly to POs and vendor records.

   • Ensures 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 spend management, 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 measure performance across key indicators like processing time, budget alignment, and approval compliance.

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 spend management process, PLANERGY helps organizations improve transparency, optimize spending, and enhance procurement 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 measure performance across key indicators like processing time, budget alignment, and approval compliance.

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.

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 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

   • A 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 depend 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, your requirements, and how motivated you are to go live.

PLANERGY’s team works closely with you throughout the process to ensure a seamless 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.