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A request that already carries the cost centre, expense category, expected delivery date, and supporting quote can move straight to the right approver.",{"type":94,"attrs":699,"content":701},{"textAlign":25,"key":700},"p-55",[702],{"text":703,"type":100},"A request that arrives as a chat message forces procurement to reconstruct those details later, often when the invoice is already overdue.",{"type":94,"attrs":705,"content":707},{"textAlign":25,"key":706},"p-56",[708],{"text":709,"type":100},"Guided request forms do most of the work here. When the form asks for the fields finance needs at booking, the requester supplies them once and nobody re-enters them downstream.",{"type":94,"attrs":711,"content":713},{"textAlign":25,"key":712},"p-57",[714],{"text":715,"type":100},"Budget owners can then see the request against the budget it will affect rather than approving it in isolation.",{"type":162,"attrs":717,"content":718},{"level":640,"textAlign":25},[719],{"text":720,"type":100,"marks":721},"2. Purchase order creation and approval",[722],{"type":170},{"type":94,"attrs":724,"content":726},{"textAlign":25,"key":725},"p-58",[727,729,733],{"text":728,"type":100},"A purchase order, or ",{"text":730,"type":100,"marks":731},"PO",[732],{"type":170},{"text":734,"type":100},", turns an approved request into a document the supplier can act on.",{"type":94,"attrs":736,"content":738},{"textAlign":25,"key":737},"p-59",[739],{"text":740,"type":100},"It records:",{"type":275,"content":742},[743,751,759,767,775,783],{"type":190,"content":744},[745],{"type":94,"attrs":746,"content":748},{"textAlign":25,"key":747},"p-60",[749],{"text":750,"type":100},"What you are buying",{"type":190,"content":752},[753],{"type":94,"attrs":754,"content":756},{"textAlign":25,"key":755},"p-61",[757],{"text":758,"type":100},"From whom",{"type":190,"content":760},[761],{"type":94,"attrs":762,"content":764},{"textAlign":25,"key":763},"p-62",[765],{"text":766,"type":100},"At what price",{"type":190,"content":768},[769],{"type":94,"attrs":770,"content":772},{"textAlign":25,"key":771},"p-63",[773],{"text":774,"type":100},"On what terms",{"type":190,"content":776},[777],{"type":94,"attrs":778,"content":780},{"textAlign":25,"key":779},"p-64",[781],{"text":782,"type":100},"Where it should be delivered",{"type":190,"content":784},[785],{"type":94,"attrs":786,"content":788},{"textAlign":25,"key":787},"p-65",[789],{"text":790,"type":100},"When it should be delivered",{"type":94,"attrs":792,"content":794},{"textAlign":25,"key":793},"p-66",[795],{"text":796,"type":100},"The contractual effect of a PO depends on the wording and circumstances, so treat it first as an operational anchor.",{"type":94,"attrs":798,"content":800},{"textAlign":25,"key":799},"p-67",[801],{"text":802,"type":100},"Its number is the reference that ties the supplier's invoice back to the original approval.",{"type":94,"attrs":804,"content":806},{"textAlign":25,"key":805},"p-68",[807],{"text":808,"type":100},"Approval routing determines how quickly the PO reaches the supplier. A workflow that routes by amount, cost centre, and category can allow a £300 software renewal to pass through one approver while a £40,000 equipment order collects two.",{"type":94,"attrs":810,"content":812},{"textAlign":25,"key":811},"p-69",[813,815,819],{"text":814,"type":100},"Once approved, the PO represents ",{"text":816,"type":100,"marks":817},"committed spend",[818],{"type":170},{"text":820,"type":100},": money the company has promised but not yet paid.",{"type":94,"attrs":822,"content":824},{"textAlign":25,"key":823},"p-70",[825],{"text":826,"type":100},"Tracking committed spend separately from spend already paid tells a budget owner how much of the budget is still available.",{"type":162,"attrs":828,"content":829},{"level":640,"textAlign":25},[830],{"text":831,"type":100,"marks":832},"3. Goods receipt and service verification",[833],{"type":170},{"type":94,"attrs":835,"content":837},{"textAlign":25,"key":836},"p-71",[838,840,844,846,850],{"text":839,"type":100},"The ",{"text":841,"type":100,"marks":842},"goods received note",[843],{"type":170},{"text":845,"type":100},", or ",{"text":847,"type":100,"marks":848},"GRN",[849],{"type":170},{"text":851,"type":100},", confirms that what was ordered arrived, in what quantity, and in what condition.",{"type":94,"attrs":853,"content":855},{"textAlign":25,"key":854},"p-72",[856],{"text":857,"type":100},"For services, the requester or project owner signs off that the work was delivered as agreed.",{"type":94,"attrs":859,"content":861},{"textAlign":25,"key":860},"p-73",[862],{"text":863,"type":100},"Smaller companies skip this stage more than any other. Skipping it removes the evidence finance needs to approve payment with confidence.",{"type":94,"attrs":865,"content":867},{"textAlign":25,"key":866},"p-74",[868],{"text":869,"type":100},"Partial deliveries are where the record earns its keep.",{"type":94,"attrs":871,"content":873},{"textAlign":25,"key":872},"p-75",[874],{"text":875,"type":100},"If a supplier ships 60 of 100 units but invoices for all 100, a GRN logged against the PO shows the gap immediately. Without one, the discrepancy usually surfaces only when the supplier chases a second payment.",{"type":162,"attrs":877,"content":878},{"level":640,"textAlign":25},[879],{"text":880,"type":100,"marks":881},"4. 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This is suitable for services and subscriptions where nothing physical arrives.",{"type":94,"attrs":946,"content":948},{"textAlign":25,"key":947},"p-83",[949],{"text":950,"type":100},"In both cases, the check happens before payment, which is where it needs to happen to be useful.",{"type":94,"attrs":952,"content":954},{"textAlign":25,"key":953},"p-84",[955,957,961],{"text":956,"type":100},"Matching rarely works first time everywhere. APQC's Open Standards Benchmarking, with a median across 4,438 organisations published on 27 January 2026, puts the share of invoice line items matched first time at ",{"text":958,"type":100,"marks":959},"75%",[960],{"type":170},{"text":962,"type":100},".",{"type":94,"attrs":964,"content":966},{"textAlign":25,"key":965},"p-85",[967],{"text":968,"type":100},"One line in four needs a person to review it, whether because of:",{"type":275,"content":970},[971,979,987,995],{"type":190,"content":972},[973],{"type":94,"attrs":974,"content":976},{"textAlign":25,"key":975},"p-86",[977],{"text":978,"type":100},"A price change",{"type":190,"content":980},[981],{"type":94,"attrs":982,"content":984},{"textAlign":25,"key":983},"p-87",[985],{"text":986,"type":100},"A quantity difference",{"type":190,"content":988},[989],{"type":94,"attrs":990,"content":992},{"textAlign":25,"key":991},"p-88",[993],{"text":994,"type":100},"A missing PO number",{"type":190,"content":996},[997],{"type":94,"attrs":998,"content":1000},{"textAlign":25,"key":999},"p-89",[1001],{"text":1002,"type":100},"Another exception",{"type":94,"attrs":1004,"content":1006},{"textAlign":25,"key":1005},"p-90",[1007],{"text":1008,"type":100},"Capture quality therefore matters as much as the match itself.",{"type":94,"attrs":1010,"content":1012},{"textAlign":25,"key":1011},"p-91",[1013],{"text":1014,"type":100},"A shared invoice inbox and optical character recognition, or OCR, turn data entry into a review task. The team's time can then go to the 25% that needs judgement.",{"type":94,"attrs":1016,"content":1018},{"textAlign":25,"key":1017},"p-92",[1019,1021,1028],{"text":1020,"type":100},"Within Spendesk's ",{"text":1022,"type":100,"marks":1023},"accounts payable",[1024,1027],{"type":246,"attrs":1025},{"href":1026,"uuid":25,"anchor":25,"target":249,"linktype":79},"https://www.spendesk.com/accounts-payable-software/",{"type":170},{"text":1029,"type":100}," module, an incoming invoice can be linked automatically to its purchase order and delivery record. The platform raises an alert where the three documents disagree.",{"type":94,"attrs":1031,"content":1033},{"textAlign":25,"key":1032},"p-93",[1034],{"text":1035,"type":100},"Invoices that match an already approved PO can be configured to skip the budget-owner approval stage and route directly to Review, so the same budget decision is not taken twice. Whether this suits your control requirements depends on your configuration.",{"type":162,"attrs":1037,"content":1038},{"level":640,"textAlign":25},[1039],{"text":1040,"type":100,"marks":1041},"5. 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A person becomes the integration between them.",{"type":94,"attrs":1537,"content":1538},{"textAlign":25,"key":700},[1539],{"text":1540,"type":100},"The symptoms are familiar:",{"type":275,"content":1542},[1543,1550,1557,1564,1571],{"type":190,"content":1544},[1545],{"type":94,"attrs":1546,"content":1547},{"textAlign":25,"key":706},[1548],{"text":1549,"type":100},"Approval queues nobody can monitor",{"type":190,"content":1551},[1552],{"type":94,"attrs":1553,"content":1554},{"textAlign":25,"key":712},[1555],{"text":1556,"type":100},"Supplier records duplicated between procurement and AP",{"type":190,"content":1558},[1559],{"type":94,"attrs":1560,"content":1561},{"textAlign":25,"key":725},[1562],{"text":1563,"type":100},"Invoices matched by searching an inbox for the original quote",{"type":190,"content":1565},[1566],{"type":94,"attrs":1567,"content":1568},{"textAlign":25,"key":737},[1569],{"text":1570,"type":100},"Payment status unavailable to procurement",{"type":190,"content":1572},[1573],{"type":94,"attrs":1574,"content":1575},{"textAlign":25,"key":747},[1576],{"text":1577,"type":100},"Budget information unavailable to requesters",{"type":94,"attrs":1579,"content":1580},{"textAlign":25,"key":755},[1581],{"text":1582,"type":100},"The fix is one record that every stage writes to.",{"type":94,"attrs":1584,"content":1585},{"textAlign":25,"key":763},[1586],{"text":1587,"type":100},"Spendesk is an all-in-one spend management platform consolidating:",{"type":275,"content":1589},[1590,1597,1604,1610,1616],{"type":190,"content":1591},[1592],{"type":94,"attrs":1593,"content":1594},{"textAlign":25,"key":771},[1595],{"text":1596,"type":100},"Company cards",{"type":190,"content":1598},[1599],{"type":94,"attrs":1600,"content":1601},{"textAlign":25,"key":779},[1602],{"text":1603,"type":100},"Expense management",{"type":190,"content":1605},[1606],{"type":94,"attrs":1607,"content":1608},{"textAlign":25,"key":787},[1609],{"text":573,"type":100},{"type":190,"content":1611},[1612],{"type":94,"attrs":1613,"content":1614},{"textAlign":25,"key":793},[1615],{"text":120,"type":100},{"type":190,"content":1617},[1618],{"type":94,"attrs":1619,"content":1620},{"textAlign":25,"key":799},[1621],{"text":1622,"type":100},"Budgeting",{"type":94,"attrs":1624,"content":1625},{"textAlign":25,"key":805},[1626],{"text":1627,"type":100},"For a procure-to-pay process, this means the purchase request, the PO it becomes, the invoice that arrives against it, and the payment that settles it sit in the same workflow as the cards and expense claims finance already manages.",{"type":94,"attrs":1629,"content":1630},{"textAlign":25,"key":811},[1631],{"text":1632,"type":100},"Suppliers created for procurement sync to accounts payable, so the same vendor does not need to be set up twice.",{"type":162,"attrs":1634,"content":1635},{"level":640,"textAlign":25},[1636],{"text":1637,"type":100,"marks":1638},"2. 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A question about any purchase should have one answer, regardless of who asks.",{"type":162,"attrs":3187,"content":3188},{"level":640,"textAlign":25},[3189],{"text":3190,"type":100,"marks":3191},"Do you need a purchase order for every purchase?",[3192],{"type":170},{"type":94,"attrs":3194,"content":3196},{"textAlign":25,"key":3195},"p-243",[3197],{"text":3198,"type":100},"Most companies set a value threshold below which a controlled company card or a simple approved request is sufficient, and above which a purchase order is mandatory.",{"type":94,"attrs":3200,"content":3202},{"textAlign":25,"key":3201},"p-244",[3203],{"text":3204,"type":100},"The threshold should reflect the processing cost of an order against the value of the control it provides. 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Spendesk centralizes approvals, issues physical and virtual cards, automates receipt capture and expense reports, enforces budgets and integrates with accounting systems to deliver real-time visibility and accurate bookkeeping for finance teams.",{"_uid":3257,"title":3258,"component":3249,"description":3259},"3cf0a830-e3f4-470f-a36c-651ffacfa72f","How does Spendesk work?",{"type":91,"content":3260},[3261],{"type":94,"content":3262},[3263],{"text":3264,"type":100},"Spendesk provides a spend management platform that centralizes payments, approvals and expense workflows for finance teams. 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Spendesk's virtual cards, approval workflows and invoice-matching features eliminate manual data entry, enforce budgets, and accelerate supplier payments while producing audit-ready exports for accounting systems.",{"_uid":3275,"title":3276,"component":3249,"description":3277},"21175d6d-15cc-4c17-a4fd-606da4c0fb38","What are the key stages of the procure-to-pay process?",{"type":91,"content":3278},[3279],{"type":94,"content":3280},[3281],{"text":3282,"type":100},"The key stages of procure-to-pay are requisition, purchase approval, purchasing, goods receipt, invoice processing, payment and reconciliation. 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