Best PO and reporting systems for small company?

Best PO and reporting systems for small company? Preferably one that links to Xero

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Hey everyone, 

I'm lookibng for your wisdom. 

We use Xero and it works well. However, we're looking to get certain staff more in control of their own budgets, POs etc and have the ability to run their own reports to see spend, budget variance and how much they have left for the year. 

Xero doesnt seem to have the functionality to set up users with very limited viewing/capabilities and i've been looking at software that links up - Precoro, Workflow Max and similar.

We don't need something with all the bells and whistles costing £££s per month, we have Xero for all the general accounting, just something simple that users can log into and view their own budgets/account codes, create purchase orders and run reports. If they can approve invoices that would also be a bonus. 

Does anyone have any tried and tested recomendations?

Thank you :)

Fee 

Replies (5)

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John Toon
By John Toon
13th Sep 2023 15:04

There are plenty of solutions that would help, but you've been looking at contract/project management software which leads me to believe there's something else going on or additional operational needs not addressed here.

Most PO systems work best with an OCR product. These don't tend to play well with operational systems. Some operational systems will have PO features, but may lack approvals functionality! Also, do you need tight control over budgets ie an alternative approval path is needed if something were to go over budget or do you just need a flag raising?

Happy to help but need lots more detail, an idea of budget - both for the software and implementation.

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Replying to johnt27:
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By Feefee147
13th Sep 2023 15:51

Hi John,

Thank you for your reply.

Those are the systems I’ve been pointed to, but they genuinely do far more than we need.

All we really want is an easy-to-use system that allows PO creation and sending to suppliers, and has reports that show actual vs budget for month/quarter/year.

I know Xero does there but (as far as I can tell) we can’t restrict users to just those options.

We’d need to be able to set each user (about 10 in total) up so they only see their particular budget and spend (based on their own NL code).

If the system talks to Xero and allows invoice/PO matching and invoice authorisation that would be a bonus.

In terms of costs it’s flexible. Precoro appears to be £35pu pm, but we don’t need most of what it offers. So ideally we’d want to pay much less than that but as the 2024 budgets are still a work in progress there’s room for manoeuvre.

Any thoughts greatly appreciated’

Fee

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Replying to Feefee147:
John Toon
By John Toon
14th Sep 2023 09:29

My starting point would be ApprovalMax and Dext combined with Xero. But you may want to consider something like Zahara - very different products with differing price points.

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Replying to johnt27:
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By Feefee147
15th Sep 2023 13:54

Thank you so much! I'll have a good look.

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By RazMiah
21st Sep 2023 10:32

Hi Fee,
We've implemented ApprovalMax across multiple clients (30-200 employees) - its a definite yes from us!

Thanks,
Raz

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