Do purchase requests become POs automatically once they are approved?

Tools like Coupa, Zip, Ramp and Procurify route requests to the right approvers, remind them, and create the PO when everyone has said yes.

How to automate it

How to automate “turn purchase requests into purchase orders”

Here are 2 ways to spend less time on this, best first. Each comes with steps you can follow today.

30 min

typically, every day

65%

of the time can be automated

Some setup

to set up

Fix 1 of 2

Software featureBest fix

Run purchase requests through an intake-to-PO tool with approval rules

Coupa, Zip, Ramp Procurement, Procurify and Precoro turn a request form into an approved PO, routing approvals by amount and budget and reminding approvers.

Typically saves about 55% of the time8 h to set up

1Write approval rules by amount, department and category (e.g. IT and legal review for software).
2Set up a request form in your procurement tool or ERP.
3Turn on automatic reminders and mobile approvals.
4Let approved requests create the PO and send it to the supplier automatically.

Tools: Coupa · Zip · Ramp Procurement · Procurify · Precoro · SAP Ariba · NetSuite

Fix 2 of 2

Software feature

Let people buy routine items from approved catalogs without a PO

Punch-out catalogs and preferred supplier accounts with pre-set budgets let employees buy routine items directly, so purchasing only handles real sourcing.

Typically saves about 45% of the time4 h to set up

1Find the top 20 routine items and suppliers from last year's POs.
2Set up punch-out catalogs (Amazon Business, Staples, CDW, Grainger) in your procurement tool.
3Allow purchases under a threshold from catalogs without a separate PO.
4Review catalog spend monthly.

Tools: Amazon Business · Coupa or Ariba punch-out · CDW · Grainger · Staples Business Advantage

Quick wins

Have you tried…

Do purchase requests become POs automatically once they are approved?: Tools like Coupa, Zip, Ramp and Procurify route requests to the right approvers, remind them, and create the PO when everyone has said yes.

Who does this task

Roles in our library that list this as one of their common tasks. Each guide covers the rest of that role’s week.

Procurement / purchasing specialist

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