Procure to Pay Software
Automated end-to-end P2P that drives efficiency and boosts margins
Manage your entire procure to pay process from one connected procure to pay platform, bringing suppliers, contractors, purchasing, budgets, orders, deliveries and invoices together.
Built for hospitality, Purchase Warrior automates the processes behind every purchase, helping teams work faster, control spend and protect margins.
Compare supplier prices at the point of purchase
Gain complete visibility and control over spend
Reduce invoice processing time by up to 95%
Connect suppliers, contractors and buyers in one place
Great P2P starts with one connected platform for your suppliers’ and contractors’ data
With Purchase Warrior, catalogue management is flexible, supporting both supplier-managed and buyer-managed catalogues:
Supplier-managed catalogues
Suppliers own and maintain their product catalogues, reducing the manual administration needed to keep product information up to date.
Your team remains in control, with approval required for supplier price increases and product updates.
Buyer-managed catalogues
Keep catalogue management in your own hands, giving your team control over product information, pricing and updates while retaining responsibility for keeping catalogue data current.
Lightning-fast purchase orders for contractors and suppliers
Create purchase orders in seconds with procure to pay software, whether you’re buying from a supplier or contractor.
For regular purchasing, use Shared Lists, My Lists and Department Lists to reorder common items instantly, helping teams quickly purchase the ingredients they need for recipes and menus, keeping repeat buying fast, consistent and effortless.
For one-off needs, create ad hoc POs in seconds and send them for approval instantly, keeping the entire process moving without delays or unnecessary administration.
Know your budget (GP% or Nominal Budget) before you buy
Give teams visibility of available budgets and committed spend before purchases are approved.
Whether you manage budgets using GP % or nominal budget, Purchase Warrior helps buyers understand what they have available and what has already been committed, helping prevent overspend before it happens.
Understand the financial impact of purchases before they are approved, giving teams greater control over spend, across departments, sites and the wider business.
End-to-end invoice management
Connect purchasing, deliveries and invoices in one streamlined procure to pay platform.
Send purchase orders for approval instantly, track deliveries and capture proof of delivery, helping ensure every order is received and recorded before invoices are processed.
With every stage connected, your teams have the information they need to manage invoices efficiently and accurately.
Automated three-way invoice matching and seamless finance integration
Take the manual work out of invoice checking and keep procurement and finance fully connected in one streamlined process.
Purchase Warrior automatically matches supplier invoices with purchase orders and goods received, helping identify variances and ensure you’re billed only for what was ordered and received, while making it easier to identify and recover credits.
Once approved, invoices and accruals can be exported directly into your finance system, with integration options available for a wide range of accounting platforms. This creates a seamless flow from purchasing through to finance, helping your teams work from accurate, connected information and removing unnecessary administration.
Manage suppliers from one portal
Keep supplier and contractor information, product catalogues, pricing and communications organised in one connected procure to pay platform.
Compare products across multiple suppliers at the point of purchase
Compare approved supplier pricing at the point of purchase with a procure to pay solution that helps hospitality teams identify the best-value option, reduce costs and make confident purchasing decisions every time.
Raise orders in seconds
Create orders quickly using predefined workflows that keep procurement simple, consistent and controlled across every location.
Dynamic approval workflows
Automatically route orders based on supplier, budget, site, department or approval hierarchy to ensure compliance without delays.
Three-way invoice matching
Automatically match supplier invoices with purchase orders and goods received to reduce manual processing, prevent errors and speed up approvals.
Manage spend and budgets from one place
Track committed spend against budgets in real-time, giving hospitality teams a clearer picture of upcoming costs, orders and supplier commitments , while helping maintain the right stock levels for recipes and menus.
P2P that works from purchase to payment
Purchase Warrior connects the entire procure to pay process in one platform, from supplier and contractor data, catalogue management and purchasing through to approvals, budgets, deliveries, invoice matching and finance.
With less manual administration and greater visibility at every stage, hospitality teams can make purchasing faster, control spend and protect margins.
10%
Average reduction in direct purchasing costs
95%
Reduction in invoice processing time
+5%
Increase in credits identified and recovered
Customers who rely on Purchase Warrior every day
“Our suppliers now manage their own products and prices through the portal. It’s cut email traffic by half.”
Lucy, Procurement Lead, Hotel Group with 90+ Suppliers
“We’ve finally got a grip on what’s actually in stock at each site, and ordering has never been faster.”
Hannah, Operations Manager at a UK Restaurant Group
“It’s like having an analyst in your pocket. I don’t dig through data anymore, the system just tells me what needs my attention.”
John, Group Operations Director at a National Hospitality Brand
"The whole process is really smooth, from processing orders and invoices to updating order statuses, giving customers reassurance that everything has been received and processed."
Nicki, Customer Services at Paddy & Scott's
“Every dish is costed accurately, allergens are flagged automatically, and we can tweak menus in real time.”
Sophie, Executive Chef at a Restaurant Chain
“We’ve cut rogue spend and finally have live oversight across departments. It’s transformed how we manage budgets.”
Jenny, Finance Director at Multi-Site Hospitality Group
"It’s the best procurement system we’ve used, and I wouldn’t hesitate to recommend it to any hospitality business."
Kenny Whittle, Scotsman Group
Built for teams that need simple procurement
From raising purchase orders to processing invoices, Purchase Warrior’s procure to pay software helps hospitality teams manage every stage of the procure to pay process through one connected system.
Reduce manual administration, speed up approvals and keep procurement running smoothly with a reliable solution designed specifically for hospitality businesses.
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Procure to pay software FAQs
What is procure to pay software?
Procure to pay software manages the full journey from requesting goods and services through to ordering, receiving, invoicing and payment. Instead of relying on spreadsheets, emails and separate systems, each stage follows a structured process within one platform.
For hospitality businesses, this creates a consistent way to manage procurement across multiple sites, suppliers and departments. Teams can follow the right processes without adding unnecessary administration, while finance teams have the information they need to manage commitments, budgets and supplier costs more effectively.
How does a procure to pay system improve financial control?
Strong financial management starts with understanding where money is being committed. With structured approval workflows and live spend information, a procure to pay system helps ensure purchases are reviewed at the right level before commitments are made.
This gives businesses greater control over budgets, while invoicing management helps finance teams maintain an accurate view of costs and commitments. Operators can continue to procure what they need while staying within agreed processes and spending limits.
What are the benefits of a procure to pay platform?
A connected procurement process helps teams work faster by removing manual steps and bringing every stage of purchasing together. A procure-to-pay platform replaces disconnected systems with a platform that can support everything from order management and inventory through to invoicing and payment.
This helps operational and finance teams reduce administration, improve accuracy and spend less time chasing information. With greater visibility of costs, suppliers and budgets, businesses can make better decisions and keep procurement moving across every site.
Is this suitable for multi-site businesses?
Yes! The procure to pay platform is designed to support multi-site and multi-location hospitality operations, helping head office teams maintain consistency while giving individual sites the flexibility to manage day-to-day requirements.
With shared processes, approved suppliers, order management and connected procurement information, businesses can reduce variations between locations, improve compliance and ensure every site follows the right approach without slowing teams down.
What makes this different from other procure-to-pay solutions?
Unlike separate procurement tools, our procure-to-pay solution connects every stage of the purchasing process through one connected platform. Instead of switching between disconnected systems, businesses can manage requests, orders, inventory, invoices and payments. This gives businesses a clearer view of spend while making it easier to manage budgets and suppliers.
By creating a consistent process from request through to payment, teams can reduce administration, improve efficiency and make better decisions as the business grows.