Procapy

Solution · Proca to Pay

From purchase request to paid invoice, in one governed flow.

Proca to Pay runs the whole procure-to-pay cycle inside Procapy. Spend starts from approved vendors, requests are checked before they become commitments, invoices read themselves, three-way matching runs on its own, and payments go out once, on time, to verified accounts.

Book a 30-minute walkthroughSee the workflow step by step

The workflow

One flow, six steps, no gaps between them.

Every step hands a complete, checked record to the next one. Nothing is re-keyed, nothing waits in an inbox, and finance can see the whole chain at any moment.

  1. Step 1

    Procure

    ·

    Owner: Procurement

    Start from the right vendor, at the agreed price.

    Before anything is requested, the buyer picks from your approved vendors, catalogue items and contract prices inside Procapy, or collects quotes and compares them in one place. New vendors are onboarded and verified before they can be used.

    What Procapy does

    • Approved vendor list, catalogue and contract prices at the point of need
    • Quotes compared side by side and kept with the request
    • Vendor onboarding with bank-account and document verification
    Fraud-free
  2. Step 2

    Request

    ·

    Owner: Requester

    Spend is checked before it is committed.

    The purchase request is raised in Procapy instead of a chat message. Before it can be submitted, ProcAI checks it against policy, budget and the vendor list, so the request that reaches an approver is already clean.

    What Procapy does

    • Budget availability and policy limits validated at submission
    • Cost centre, project and expense category filled in automatically
    • Incomplete or out-of-policy requests held back with a clear reason
    Rogue-less spending
  3. Step 3

    Approve

    ·

    Owner: Approvers

    The right people sign off, in the right order, from anywhere.

    ProcApprove routes the request through your delegation-of-authority matrix: by amount, cost centre, project, entity or vendor. Approvers act from mobile with the budget and policy context on the same screen, and reminders and escalation run themselves.

    What Procapy does

    • Multi-level, conditional chains configured once and applied to every request
    • Out-of-office delegation and SLA escalation so nothing stalls behind one person
    • Every approval timestamped and kept with the transaction
  4. Step 4

    Order

    ·

    Owner: Procurement

    A purchase order the vendor and the invoice can both refer to.

    Once approved, the request becomes a purchase order with a number, agreed lines and prices. When goods or services arrive, the receipt is recorded against the PO, giving the next step something to match against.

    What Procapy does

    • PO generated from the approved request, with no re-entry
    • Goods and service receipts recorded against PO lines
    • Open commitments visible to finance before the invoice arrives
  5. Step 5

    Match

    ·

    Owner: AP team

    Invoices read themselves, then match themselves.

    Forward, upload or let vendors submit invoices and ProcAI extracts every field in seconds and links the invoice to its purchase order. Procapy then compares invoice, PO and receipt line by line, checks for duplicates and altered details, and sends only the exceptions to a person.

    What Procapy does

    • Any format: PDF, photo, e-invoice or scanned paper
    • Three-way matching with quantity, price and total tolerances you define
    • Duplicate invoices, changed bank accounts and unknown vendors flagged before approval
    Instant ProcessingAutomated Reconciliation
  6. Step 6

    Pay

    ·

    Owner: Finance

    Paid once, on time, to a verified account, and already in your ledger.

    Cleared invoices land in a payment run scheduled by due date and terms. Procapy blocks anything that has been paid before, captures early-payment discounts where they exist, and posts the payment to your accounting system with the full audit trail attached.

    What Procapy does

    • Payment runs built by due date, entity and bank
    • Double payments and late fees eliminated by design
    • Posted to your ERP with every document and approval linked
    Payment Integrity

Benefits

What your finance team gets back.

The five things finance teams ask us for are not features you switch on. They are what happens when the six steps run as one process.

  • Instant Processing

    Invoice handling drops from minutes of typing per document to seconds of review. AP spends its time on exceptions, not data entry.

  • Automated Reconciliation

    PO, receipt and invoice are matched automatically, line by line. Month-end stops being a reconciliation project.

  • Payment Integrity

    One invoice, one payment, on the right date. Duplicates are blocked, discounts are taken, and vendors stop calling about missing money.

  • Rogue-less spending

    Policy and budget are enforced at the request, before a commitment exists. Finance stops discovering spend from the invoice.

  • Fraud-free

    Duplicate invoices, altered amounts, changed bank details and unfamiliar vendors are flagged automatically, with the evidence attached.

Key features

The capabilities behind the flow.

Each step of the workflow is powered by a specific part of Procapy. Together they replace the email, chat and spreadsheet steps your team runs today.

  • Vendor management

    Approved vendor list, onboarding with document and bank-account verification, catalogue items and contract prices.

  • Budget and policy controls

    Budgets by cost centre, project or entity, checked in real time at the request, with policy limits and mandatory fields enforced.

  • ProcApprove approval engine

    Multi-level, conditional chains built from your delegation-of-authority matrix, with delegation, reminders and escalation.

  • Mobile approvals

    Approve, reject or ask a question from a phone, with budget, policy and history on the same screen as the decision.

  • ProcAI invoice capture

    Reads PDFs, photos, e-invoices and scans into structured lines, taxes and totals, and links each invoice to its PO automatically.

  • Three-way matching

    Invoice, purchase order and receipt compared line by line with tolerances you set. Matches clear themselves, exceptions are routed.

  • Fraud and duplicate detection

    Duplicate invoices, altered amounts, changed bank details and suspicious vendors flagged before an approver sees the request.

  • Payment runs

    Runs built by due date, terms, entity and bank, with early-payment discounts captured and previously paid invoices blocked.

  • Accounting integrations

    Payments, journals and documents posted to Dynamics, SAP, Xero, QuickBooks or ABSS, so the ledger is always current.

FAQ

Questions finance teams ask us.