Your business is growing. That’s good news—until your purchasing process can’t keep up. Orders pile up. Employees chase approvals. You’re stuck sorting through spreadsheets, emails, and paperwork. What started as a simple task now feels out of control.

It doesn’t have to be that way.

Purchasing software for small businesses helps you simplify end-to-end sourcing and buying. It automates orders, approvals, and budgets. Your team saves time. You gain visibility and control over spending. In this article, you’ll discover exactly how purchasing software can transform your small business—and which procurement tools can help you do it. We’ll cover the 9 best purchasing software solutions for small businesses and show you how to choose the one that’s best for your team.

See how ProcureDesk helps small businesses improve their purchasing processes with smart approval workflows and spend management.

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What is Purchasing Software?

Purchasing software helps small businesses organize how they buy products and services. It replaces paper forms, emails, and spreadsheets with an easy digital system.

Employees use it to request items they need. Stakeholders get visibility into progress. Managers use it to review and approve those requests quickly. Then the system creates and sends purchase orders directly to vendors.

Purchasing software tracks all company spending in real-time. You set budgets and approval rules to control spending before it happens.

All vendor communication stays in one place. You always know what’s ordered and when it will arrive. No more lost emails or missing paperwork.

In short, purchasing software makes buying easy. It reduces errors and discrepancies, saves time, and helps small businesses control budgets.

The Best Purchasing Software for Small Businesses

Choosing purchasing software can be hard. There are many options, and each one promises to fix your problems. To make things easy, we’ve listed the best purchasing software for small businesses below. You’ll see what each tool offers, how much it costs, and who it’s built for. Use this list to find the purchasing software that matches your business perfectly.

ProcureDesk

ProcureDesk is purchasing software built for small businesses. It replaces spreadsheets, emails, and manual paperwork with one easy-to-use system.

With ProcureDesk, your team can quickly request, approve, and track purchases in one place. You set the rules, budgets, and approvals. The system handles the rest.

You don’t have to chase employees or vendors. Everyone knows exactly what’s happening with every order. You spend less time on paperwork and more time on your business.

We think ProcureDesk is the best procurement software for small businesses. Here’s exactly how it simplifies purchasing:

Streamlining Procurement Processes

Manual purchasing slows small businesses down. Employees spend hours emailing purchase requests. Approvals get delayed, and orders get misplaced or forgotten.

ProcureDesk automates the whole process. Employees submit purchase requests directly in the software. They shop from approved vendor catalogs or enter items manually. No emails needed.

You set the approval rules. The system automatically sends requests to the right person. If a request matches your rules, it gets approved right away. If not, the right manager gets notified instantly.

Once approved, purchase requests convert into purchase orders automatically. The PO goes straight to the vendor. You don’t retype anything. This cuts errors and saves time.

Enhancing Spend Visibility and Control

When spending isn’t tracked in real-time, businesses often overspend. Managers can’t react fast enough because they only see budgets after the money is spent.

ProcureDesk shows real-time budget data to everyone involved. Employees know exactly what’s left in their budget before they buy. Managers see what’s been spent, what’s pending, and what’s left.

If an employee tries to overspend, the system alerts them immediately. Managers can also set rules to block overspending altogether.

You also get detailed spending reports. These reports show spending by team, vendor, and category. For example, if office supplies spending is high, you can quickly see why and address it.

Simplifying Supplier Management

Without a good system, supplier communications get chaotic. Emails pile up. Teams don’t know order statuses or delivery timelines.

ProcureDesk lets you communicate directly with vendors through purchase orders. Vendors confirm orders and update statuses directly on the platform. Everything is stored in one place.

This means everyone on your team sees the same information. You always know when items will arrive or if a vendor runs into issues. No lost emails. No confusion.

You can track how suppliers perform. If a vendor regularly delivers late, you see that clearly. Then, you can renegotiate terms or switch suppliers.

Accelerating Employee Onboarding in Procurement

New hires take weeks to learn manual purchasing processes. They have to ask experienced employees for help. This wastes everyone’s time.

ProcureDesk makes onboarding easy. Employees log in and can start sourcing right away from pre-approved vendor punchout catalogs. The workflow is simple. Employees follow clear steps and don’t get confused.

You control exactly what employees can access. You limit who can buy from certain vendors or place high-cost orders. Employees see only what’s relevant to them.

This means new team members spend less time learning procurement management and more time doing their actual jobs.

Integrating Procurement with Existing Systems

Using separate systems for purchasing, accounting, and payments creates double work. Teams have to re-enter the same data multiple times. This leads to mistakes.

ProcureDesk integrates directly with accounting systems like QuickBooks, Xero, Sage Intacct, NetSuite, and more. Approved purchase orders automatically sync with your accounting software.

Invoices received from vendors match automatically against POs and receipts. This three-way match ensures accuracy without manual checks. Matched invoices move straight to your accounting system, ready for payment.

Integration reduces data entry, eliminates mistakes, and keeps procurement and finance teams aligned. For tools we don’t have a direct integration with you can integrate via our API.

ProcureDesk Pricing

ProcureDesk offers clear, simple pricing for small businesses with a focus on scalability. The Purchasing Automation plan starts at $498/month and includes all the tools you need to manage orders and spending. 

If you want both purchasing and accounts payable in one system, the Purchasing & AP Automation plan starts at $790/month. Pricing is straightforward, with no hidden fees or charges for extra integrations. Every plan includes personalized onboarding and training for your whole team.

ProcurementExpress

ProcurementExpress makes purchasing easy for small businesses that want simplicity. It removes paperwork, emails, and manual approvals. Employees can submit purchase requests quickly. Managers approve these requests using a mobile app or web dashboard. ProcurementExpress helps small teams control spending without complex setup or training. It’s best for small businesses that need clear budget tracking and basic purchase management.

ProcurementExpress Key Features

• Easy purchase order forms
• Real-time budget tracking
• Mobile approvals and notifications
• Reporting tools to analyze spending

ProcurementExpress Pricing

Pricing starts at $31 per user/month. No hidden costs or setup fees. Custom pricing is available for larger teams.

Tradogram

Tradogram provides small businesses with flexible procurement software. It’s designed for businesses that have outgrown manual processes but don’t need complicated software. Tradogram centralizes purchasing, budgeting, and vendor management. Employees submit orders through clear workflows, making purchasing easier. Managers track spending, vendor performance, and inventory from one dashboard. Tradogram is popular with small businesses because it’s simple to use and scales as you grow.

Tradogram Key Features

• Simple purchase orders and requisitions
• Budget tracking and spend control
• Supplier performance monitoring
• Inventory management tools

Tradogram Pricing

Tradogram has a free limited plan. Paid subscriptions start at $24 per user/month. Custom pricing available for advanced features or larger teams.

Kissflow

Kissflow helps small businesses automate procurement with simple workflows. It’s built for teams that need flexible software without complexity. Employees create purchase requests using easy-to-follow forms. Managers can customize approval workflows exactly how they need them. Kissflow provides clear dashboards and tracking, helping teams organize spending quickly. It works well for small businesses that prefer software they can easily customize themselves.

Kissflow Key Features

• Drag&drop approval workflows
• Easy vendor and spend management
• Custom procurement forms
• Simple spend analytics and dashboards

Kissflow Pricing

Pricing begins around $1,990/month (billed annually). Final costs vary based on users and required features. Contact Kissflow directly for exact pricing.

Xero

Xero is cloud-based accounting software with built-in purchasing features. Small businesses use Xero to streamline financial tasks, including basic purchasing. Employees create purchase orders easily, track expenses, and manage vendor payments. Xero integrates directly with banks, making it easier to track real-time spending. While primarily accounting-focused, it’s useful for small teams needing basic procurement integrated with finance.

Xero Key Features

• Purchase order creation and tracking
• Expense categorization and reporting
• Vendor payment management
• Bank integration for live expense tracking

Xero Pricing

Plans start at $20/month. Most small businesses choose the Growing plan at $47/month or Established plan at $80/month for more advanced features.

Zoho Books

Zoho Books combines accounting and purchasing tools into one platform. Small businesses use it to simplify the procurement process and keep their finances organized. Employees create purchase orders, manage vendors, and track budgets in a single system. It’s suitable for businesses looking for basic procurement features integrated closely with accounting functions.

Zoho Books Key Features

• Easy purchase order management
• Vendor communications and payments
• Budget and expense tracking
• Built-in financial reporting

Zoho Books Pricing

Zoho Books pricing starts at $20/month. The Standard plan ($50/month) adds more robust purchasing features. Higher tiers offer even more customization.

Spendwise

Spendwise simplifies purchasing for small businesses wanting an easy transition from manual processes. Employees create purchase orders easily and track spending in one place. Managers get clear visibility into budgets and expenses. Spendwise is ideal for small businesses needing a basic, straightforward procurement solution without complicated features.

Spendwise Key Features

• Simple purchase order creation
• Budget and expense tracking
• Basic inventory management
• Easy-to-use approval workflows

Spendwise Pricing

Spendwise offers a basic free version. Paid plans start at $9 per user/month. Custom plans available for larger teams.

SpendMap

SpendMap gives small businesses easy-to-use purchasing software without unnecessary complexity. It helps teams automate purchase requisitions, approvals, and budget tracking. Employees submit purchase requests quickly. Managers track spending and manage vendor relationships without spreadsheets or manual data entry.

SpendMap Key Features

• Simple purchase requisitions and approvals
• Budget tracking and reporting tools
• Basic inventory controls
• Centralized vendor management

SpendMap Pricing

SpendMap offers a basic free version. Advanced cloud features require custom-priced subscriptions based on your business needs.

eRequisition

eRequisition streamlines the procurement process for small businesses. It provides clear, web-based forms for employees to request purchases. Managers easily approve these requests and track spending. eRequisition is designed to eliminate manual forms, emails, and spreadsheets. It’s suitable for small teams needing easy procurement software without complexity.

eRequisition Key Features

• Simple purchase request forms
• Approval workflows with notifications
• Vendor communication and tracking
• Spend reporting features

eRequisition Pricing

Contact eRequisition directly for pricing. Plans vary depending on user count and required features.

Odoo

Odoo is an all-in-one business management software suite, including a strong procurement module. Small businesses use Odoo to centralize purchasing, vendor management, and inventory tracking. Employees create purchase orders easily within the system. Managers control spending and supplier relationships from one dashboard. Odoo suits businesses that want to integrate procurement deeply with accounting and inventory functions.

Odoo Key Features

• Integrated purchase order management
• Centralized vendor and inventory tracking
• Accounting and procurement integration
• Real-time spend analysis

Odoo Pricing

Odoo Community is a free but limited version. The Odoo Enterprise edition starts around $31 per user/month. Pricing can vary depending on modules selected and user count.

Comparing Purchasing Software for Small Business: Which Is Right for You?

There’s no single answer when choosing purchasing software for small businesses. A simple tool works fine when you’re small. But when your business grows even a bit, you’ll need more advanced features. Below, we compare the top purchasing tools across features, pricing, and user experience. This helps you choose the best fit today and as your business grows.

Feature Comparison

If you only need basic purchasing features—like creating purchase orders and tracking expenses—you can choose a simple tool. Xero, Zoho Books, and Spendwise are good starting points. But these tools lack advanced workflows and budget controls.

As your business grows, you’ll need software with better automation and spend control.

Here’s how the tools compare:

• ProcureDesk, Procurify, ProcurementExpress, Tradogram, and Kissflow all provide automated approval workflows and templates, vendor management, and real-time budget tracking.
• Odoo offers advanced spend analysis and ERP integrations. They might be better for larger companies.
• SpendMap and eRequisition are straightforward options. They provide simple procurement workflows but fewer advanced features.

If you want purchasing software combined with accounts payable automation in one system, ProcureDesk provides the most complete solution.

Pricing and Affordability

Purchasing software for small businesses varies in pricing based on complexity and number of users.

• Low-cost solutions:
  • Spendwise
  • Zoho Books
  • Xero

These tools are affordable for small teams with basic purchasing needs.

• Mid-range solutions:
  • ProcurementExpress
  • Tradogram
  • Odoo

These offer solid automation without breaking your budget.

• Full-featured platforms:
  • ProcureDesk
  • Kissflow

ProcureDesk’s procurement platform also includes onboarding and custom workflow setup at no extra cost. Other tools often charge more for these services or leave setup to your team. The cost savings from using these tools more than pay for the price of the software.

User Experience and Support

Good software needs to be easy to learn and easy to use. The simpler the system, the faster your team adopts it.

• Simple and intuitive:
  • Spendwise, Xero, Zoho Books, and ProcurementExpress offer easy setup and fast onboarding.
• Balanced ease-of-use and features:
  • ProcureDesk, Procurify, and Tradogram provide powerful features but remain user-friendly and easy for teams to learn. ProcureDesk includes guided setup and support.
• More complex systems:
  •  Kissflow, and Odoo offer deeper functionality but have steeper learning curves. These tools require extra training time.

When comparing software, look beyond features. Consider: how long will it take to set up? Will your employees actually use it? Can you easily get help if you need it?

The Importance of Automating Purchasing Processes for Small Businesses

For SMB teams, switching from manual purchasing to purchasing software can make a huge difference. Here’s exactly why:

Time Savings: Automating purchase requests, approvals, and ordering frees up hours each week. Employees spend less time chasing approvals and filling out forms.

Better Spend Control: You set clear budgets and approval rules. Purchases are automatically checked before they’re approved. This helps you avoid overspending.

Fewer Mistakes: Automated workflows cut down manual errors. No more lost emails, double orders, or incorrect purchase requests.

Improved Vendor Relationships: Communication with suppliers stays organized and transparent. Orders get placed and tracked easily. Vendors know exactly what’s happening.

Real-Time Budget Visibility: Managers see exactly what’s spent, pending, or remaining at any moment. This means better decisions and fewer surprises.

Easy Reporting: Purchasing software creates instant reports to see key metrics. You quickly understand spending trends, vendor performance, and potential savings.

Automation makes purchasing simple, accurate, and organized. You focus less on paperwork and more on growing your business.

Implementing Purchasing Software in Your Small Business

Choosing purchasing software is just step one. Getting your team to use it is the bigger challenge. Here’s how to make implementation easy and successful.

Steps for Successful Integration

1. Map your current process: Start by writing down your entire purchasing process. Include everything from requests to approvals, ordering, and receiving items. Look for delays, bottlenecks, and manual tasks that waste time.

2. Decide on approval workflows: Define who approves orders and when. Base rules on amounts, departments, or vendors. Clear rules help software automate approvals correctly.

→ With ProcureDesk, our team sets these approval workflows for you based on your current process.

3. Choose software that fits your business: Pick purchasing software that solves your current problems and grows with you. Make sure it connects easily with your existing accounting software (like QuickBooks or Xero).

→ ProcureDesk integrates with popular accounting systems and syncs data automatically.

4. Set up integrations clearly: Connect the new software with your accounting system and vendor catalogs. Good integrations mean less data entry and fewer mistakes.

→ ProcureDesk handles setup and integrations for you during onboarding.

5. Test before full rolloutTry the software with a small group first. Run through the entire purchasing process. Check requests, approvals, orders, and vendor communications. Make sure everything works as expected.

6. Roll out to your whole teamWhen testing is complete, introduce the software to everyone. You can roll out by department if you prefer. Gradual rollout helps identify and fix issues early.

Training and Support for Your Team

1. Train your main users firstEmployees who handle purchasing daily need training first. Teach them to create purchase requests, approve orders, and manage vendors.

→ ProcureDesk offers guided training as part of onboarding.

2. Provide quick guides for employeesGive short, simple instructions to employees who only request items occasionally. Clear steps help avoid confusion and delays.

3. Document clear internal rulesMake sure everyone knows the rules. Clearly explain who can approve purchases and who handles vendor issues.

→ With ProcureDesk, these workflows are set up and documented for you.

4. Take advantage of vendor onboardingChoose software that includes setup and training. Good onboarding helps your team start using the software quickly and effectively.

→ ProcureDesk includes full onboarding and custom workflow setup at no extra charge.

5. Monitor and fix issues earlyTrack how employees use the software. Pay attention to delays or confusion in the new process. Solve small problems before they grow into bigger headaches.

When Should Small Businesses Upgrade Their Purchasing Software?

Basic tools seem good at first. But as your business grows, simple tools often break down. Watch for these clear signs that you need better purchasing software:

1. You’re still using spreadsheets and emailsIf your team manages purchasing with spreadsheets or emails, you lose hours each week. You’re wasting valuable time that software could save.

2. Approvals take too longDo employees complain about slow approvals? Delays in purchasing frustrate teams and vendors. You need software with automatic workflows and notifications.

3. You’re overspending without realizing itWithout clear budgets, it’s easy to overspend. Good software shows real-time spending. It alerts you before you overspend, not after.

4. Vendor communication feels messyDo you lose emails or forget vendor conversations? If your team struggles to track vendor updates or deliveries, you need better vendor management software.

5. Your team is growing quicklyGrowth means more purchases, vendors, and employees. Your old system won’t keep up. You need to upgrade to software that’s scalable with your business.

FAQs About Purchasing Software for Small Businesses

Can I customize purchasing software to match my current approval process?

Yes. Most software lets you create approval workflows to match your current setup. You choose who approves requests and set budget limits. The software follows your rules exactly.

What happens if an employee tries to buy something over budget?

Purchasing software immediately flags overspending. Employees get alerts before submitting requests. Managers see overspend attempts and can approve, reject, or adjust them as needed.

Can purchasing software help negotiate better vendor prices?

Yes, indirectly. The software shows exactly how much you spend with each vendor. Use that data to negotiate discounts or better terms. Good vendor history gives you leverage in discussions.

Does purchasing software support multiple business locations?

Most do, but you need to check. Good software supports multiple locations easily. You control spending by each office, department, or team. Make sure the tool you choose offers multi-location support.

How secure is purchasing software for small businesses?

Purchasing software is typically cloud-based and very secure. Good software uses encryption, secure logins, and regular backups. Choose software that supports Single Sign-On (SSO) for extra security.

Do I need an IT person to set up purchasing software?

Usually, no. Most purchasing software is easy to set up without IT help. Choose software with built-in integrations and setup assistance. Platforms like ProcureDesk handle setup and training for you.

The Bottom Line on Purchasing Software for Small Business

Managing purchasing with spreadsheets and emails works when your business is small. But as you grow, manual processes break down. Approvals slow. Budgets get messy. Vendor communications become confusing.

Purchasing software fixes these problems. It saves your team time and increases operational efficiency. You get clear visibility into spending. You control budgets better and improve vendor relationships. And your employees stop wasting time chasing approvals.

If you’re tired of manual paperwork, lost emails, and overspending, ProcureDesk can help.

Ready to simplify your purchasing process and gain control? Book a demo of ProcureDesk today.