Procurement
Vendor management, purchase orders, vendor bills, and 3-way matching — your accounts payable hub.
The Procurement module manages your entire purchase-to-pay cycle. From raising purchase orders and getting them approved, to receiving vendor invoices via your AP inbox and matching them against POs and receipts — all connected to Finance for automatic posting.
What the Procurement Module Does
Workestra's Procurement module helps you:
- Manage vendors — Central vendor directory with payment terms, bank details, and contact history
- Create purchase orders — Raise POs with configurable multi-level approval workflows
- Process vendor bills — AI-powered AP inbox that extracts data from PDF invoices automatically
- Run 3-way matching — Tolerance-based comparison of PO → receipt → vendor bill
- Analyze spend — Spend analytics by vendor and category
- Automate reorders — Stock reorder rules create draft POs automatically
- Export payment batches — SEPA and ACH batch file export for payment runs
How to Enable Procurement
- Navigate to Settings > Modules
- Find the Procurement card
- Toggle it On
- Procurement appears in your sidebar
Procurement is available as an add-on on all plans. Connect it with the Stock module to enable automatic reorder POs.
Procurement Navigation
| Page | URL | Purpose |
|---|---|---|
| Overview | /procurement | AP dashboard and KPIs |
| Vendors | /procurement/vendors | Vendor directory |
| Purchase Orders | /procurement/pos | PO list and creation |
| Vendor Bills | /procurement/vendor-bills | AP inbox and bill management |
| AP Inbox | /inbound/procurement | Email-to-bill processor |
| Settings | /procurement/settings | Approval rules, payment terms |
Core Concepts
Vendors
Supplier records with bank details, payment terms, currency, and full contact history. Every PO and vendor bill links back to a vendor record, giving you a complete picture of your relationship and spending.
Purchase Orders
A PO is the formal approval to spend. Each PO contains line items, amounts, and an approval chain — creating an audit-ready record before goods or services are ordered.
→ Purchase Orders Documentation
Vendor Bills
Invoices received from suppliers. Bills can arrive via your AP inbox email (AI extracts the data), be entered manually, or be imported from a PEPPOL e-invoice. Once approved, they post to Finance automatically.
3-Way Match
Automatic tolerance-based comparison of PO quantities and prices against the goods receipt and the vendor bill. Bills within tolerance advance to approval; mismatches are flagged for manual review before payment is queued.
AP Inbox
Your workspace has a dedicated AP inbox email address (found in Procurement Settings > AP Inbox). Forward or CC supplier PDF invoices to this address. Workestra AI extracts:
- Vendor name (matched against your vendor directory by name or VAT number)
- Invoice number, amount, currency, and due date
- PO reference number
- Line items
Mismatches between the extracted bill and the linked PO are flagged before payment is queued.
Finance Connection
Approved vendor bills auto-post to Finance as expense records. The GL account from each line item maps to the Finance expense category. Payment confirmation creates the bank transaction for reconciliation.
Stock Connection
Stock reorder rules — triggered when inventory drops below the reorder point — create draft POs in Procurement automatically, pre-filled with the vendor, product, and reorder quantity.
Quick Setup Checklist
- Enable Procurement module in Settings
- Add your first vendor
- Set up your AP inbox email (Settings > AP Inbox)
- Raise your first purchase order
- Configure approval thresholds (Settings > Approval Rules)
Next Steps
Explore Procurement features in detail:
- Vendors — Supplier directory and bank details
- Purchase Orders — PO creation and approval workflow
- Vendor Bills — AP inbox, AI extraction, and payment runs
- Settings — Approval rules, AP inbox, and GL mapping