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Procure-to-pay

From the first request to the last rupee paid, one connected record.

Every purchase in Ipcosys moves through the same six documents. Each points to the one before it, so any question about a payment can be answered from the request that started it.

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Match reviewPO-2291 · Northfield Fasteners
Matching 0 of 3 lines
Purchase orderPO-2291Approved by plant head
Hex nuts M12Qty 100Rate ₹6.20
Steel bolts M12 x 50Qty 100Rate ₹42.00
Spring washers M12Qty 200Rate ₹1.80
Total incl. 18% GST₹6,112.40
Goods receiptGRN-4471Counted at stores, gate 2
Hex nuts M12Qty 100Rate -
Steel bolts M12 x 50Qty 98Rate -
Spring washers M12Qty 200Rate -
Lines received3 of 3
Vendor invoiceINV-0871Read from PDF, 14 fields extracted
Hex nuts M12Qty 100Rate ₹6.20
Steel bolts M12 x 50Qty 100Rate ₹43.50
Spring washers M12Qty 200Rate ₹1.80
Total incl. 18% GST₹6,289.40

Variance on line 2: received 98, billed 100 · rate +3.6% over PO

Routed to buyer for decision Payment held

Lines 1 and 3 matched₹177.00 above PO value

Five modules, one flow

Each module does one job, and hands a clean record to the next.

Request and approve

Purchase Requests & Approvals

One intake form per category, approval chains by amount and department, budgets checked before submit, and delegation when approvers are away.

Explore Before the first PO

Vendor Onboarding

Vendors fill their own details. GSTIN, PAN, bank account and MSME status are collected and verified before anyone can raise an order.

Explore Before any payment

Three-Way Matching

PO, goods receipt and invoice compared line by line. Tolerances by category, variance routing by type, and a record of every decision.

Explore Across the year

Spend Analytics

Committed and paid spend by vendor, category and department, with price trends against contract and vendor concentration by category.

Explore When it is due

Payment Scheduling

Matched invoices grouped into payment runs by due date, MSME timelines flagged, and early-payment discounts surfaced while they still apply.

Explore
Under every module

Roles, rules and an audit trail

Requester, approver, buyer, stores and payer are separate roles. Rules are versioned, and every action is recorded against the document it touched.

Security and controls

Questions

How the flow fits your business

Do we have to use every module?
No. Most teams start with requests, approvals and matching, because that is where money leaves without a check. Analytics and payment scheduling use the same records, so they work as soon as you turn them on.
What happens to purchases that skip a request, like utilities or rent?
Recurring and contract-based spend can be set up as standing orders or as two-way matches against a contract, so invoices still get checked without a request every month.
Does Ipcosys replace our ERP or accounting system?
No. Ipcosys handles the steps before the ledger: request, approval, order, receipt and match. Approved invoices and payment runs are exported to your accounting system, where they are posted as usual.
How are goods receipts recorded?
Stores or the requesting department confirm what arrived against the PO, line by line, including partial deliveries. Services are confirmed by the department that received them.

Put your next hundred invoices through a three-way match.

Set up a workspace with your own approval rules and tolerances, or walk through your current process with us first.

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