Automate procure-to-pay

One flow from request to reconciled payment.

Name: Bizflow
Price: 5000 KES
Author: Bizflow

From the estimate or request to the purchase order, delivery, bill, payment, and reconciliation, each step starts from the one before it, so nothing is retyped and nothing is missed.

Book a demo See how it works

EST-0412 · approvedBecame the job budget
PO-2231 · part delivered118 of 200 boards received
BILL-912 · paidMatched to PO, delivery, eTIMS, and bank

Trusted by growing businesses across Kenya

businesses: 50+; businesses
in transactions: KES 150M+; in transactions

Sound familiar?

Where the process falls apart.

Procure-to-pay breaks at the handovers: the estimate doesn't reach the buyer, the PO doesn't reach the store, the delivery doesn't reach finance. Bizflow joins them up.

“The budget was set in the estimate, but nobody buys against it.”
The estimate becomes the budgetWhen the client approves, the estimate's costs become budget lines that every request is checked against.
“Requests turn into orders with no record of the quotes.”
Quotes compared, choice on recordSupplier quotes are recorded against the request, and the winning one becomes the PO.
“The store doesn't know what was ordered.”
Deliveries received against the POThe store counts each line against the PO, records rejects, and keeps the PO open for the rest.
“Finance pays invoices it can't match to anything.”
Bills created from what arrivedBills come from the PO and delivery in one click, checked against KRA eTIMS before approval.
“Nobody can tell which payment cleared which bill.”
Payments reconciled to the billPayments by M-PESA or bank are matched to bills and statements, so the loop closes.

The flow, end to end

Price, buy, receive, pay and reconcile.

Four stages, one record. Each stage starts from the last, so the payment always traces back to what was priced and ordered.

Price the work, set the budget

Estimates are priced from your rate card. When the client approves, the estimate becomes the budget every purchase is checked against.

Briefs and estimates by section
Approved estimate becomes budget lines
Margin forecast from day one

See briefs and estimates

Acme Group Ltd ▾Ask Bizflow AI: “Which budget lines on Westlands are nearly used up?”AW

Projects / Westlands fit-out / Budget

From estimate to budget

New briefTemplatesNew estimate

Contract price4,080,000From EST-0412 v2

Cost budget3,400,0005 budget lines

Committed and spent1,852,52054% of budget

Margin forecast17.0%Estimated 16.7%

Westlands fit-out · budgetBudgetCommittedSpentLeftUsed

Partitions and ceilings620,000366,800242,00011,200

Electrical and data480,000148,500192,000139,500

Flooring and finishes540,00000540,000

Labour1,560,0000804,400755,600

Site costs200,000098,820101,180

Total3,400,000515,3001,337,2201,547,480

Labour, phased by monthKES 520,000 each for September, October, and November.

Change order CO-03Extra data points, KES 186,000, adds to Electrical once the client approves.

The approved estimate's costs became these budget lines on 22 Aug. Every requisition, PO, bill, and wage batch is checked against them.

Request and approve

Requests draw from their budget line, quotes are compared, and approvals follow your rules before anything is ordered.

Budget left on every line
Quotes compared side by side
Approved requests become POs

See requisitions

Acme Group Ltd ▾Ask Bizflow AI: “Which approved requisitions have no purchase order yet?”JK

Requisitions / REQ-1214 / Purchase order

Convert to a purchase order

New requisition

REQ-1214 · approved

J. Kamau · Westlands fit-out

Gypsum board 12mm200

Steel studs 3m360

Ceiling grid10 rooms

TotalKES 366,800

→

PO-2231 · draft From REQ-1214

Gypsum World Ltd · PIN P05XXXXXXXXX

Gypsum board 12mm236,000

Steel studs 3m104,400

Ceiling grid26,400

Deliver toWestlands site

Commits budgetKES 366,800

RequisitionConverted toSupplierAmountNext

REQ-1214PO-2231 · draft, waiting for approvalGypsum World Ltd366,800Approve

REQ-1211PO-2229 · sent to supplierScaffold Kenya84,000Receive

REQ-1205PO-2227 · part receivedPowerGen Rentals38,000Bill

REQ-1201PO-2224 + PO-2225 · split by supplier2 suppliers102,400Receive

Order and receive

POs go to suppliers by email. Deliveries are counted against the PO, line by line, with rejects and part deliveries recorded.

POs sent by email
Part deliveries tracked
Rejects with a reason

See purchase orders

Acme Group Ltd ▾Ask Bizflow AI: “What is still to be delivered on PO-2231?”LW

Purchase orders / PO-2231 / Receive

Receive goods

ActiveArchivedNew purchase order

Received so far66%By value, of KES 366,800

Goods received noteGRN-04619 Oct · Westlands site

Rejected2 boardsBroken in transit

LineOrderedDeliveredRejectedAcceptedStatus

Gypsum board 12mm200120211882 to come

Steel studs 3m360360—360Complete

Ceiling grid, per room100—0Due 13 Oct

Into stock118 boards and 360 studs added to the Westlands site store, and costed to the project.

Still to come82 boards and 10 ceiling grids, expected 13 Oct. The PO stays open.

Delivery note DN-5520Photo attached · received by the site storekeeper · 9 Oct 11:20

Return RTN-0312 broken boards sent back with the driver · credit note of KES 2,360 requested

Pay and reconcile

Bills from the PO and delivery are checked on eTIMS, paid in one run, and matched to the bank and M-PESA statements.

Three-way match and eTIMS
One supplier payment run
Payments matched to statements

See reconciliation

Acme Group Ltd ▾Ask Bizflow AI: “What are the unmatched lines on the current account?”FN

Reconciliation / Current account ••4410

Match the bank

Upload statementRulesClose October

DateBank line · current account ••4410AmountBizflow suggestsResult

14 OctPESALINK IN UPPER HILL OFFICES432,680INV-3079 · Upper Hill Offices LtdSame amount and customerMatched

15 OctCHQ 00451225,600BILL-907 · Facilities ProCheque number on the paymentSuggested

16 OctCASH DEP WESTLANDS12,250Shift S-2214 depositSame amount, next dayMatched

17 OctINTEREST EARNED860New income · InterestNo record yetCreate

17 OctTRF REF 88123 KAMAU13,500No match foundAsk the team or split itReview

132 of 138 lines matchedBy amount, reference, and payee, the moment the statement came in.

Save a rule"Interest earned" always goes to Interest income. Next month it matches itself.

Difference leftKES 13,500 across 6 lines, all with a suggestion.

What changes when the flow is joined up.

Before BizflowWith Bizflow

Budgets in the estimate, purchases in a notebook

Every purchase checked against the estimate's budget

Picking the usual supplier

Quotes compared, with the reason on record

Arguing about what was delivered

Deliveries counted against the PO

Retyping invoices into the system

Bills created from the PO and delivery

Ticking payments off by hand

Payments matched to bills and statements

The handovers businesses ask us about most.

Change orders that keep the budget honest

When the client asks for more, the extra cost and price are approved, and the budget moves with them.

✓Extra budget with a reason
✓Client price updated
✓Margin forecast updated
✓Approval on record

See projects

Only pay for what arrived

The PO stays open for part deliveries, broken items go back, and only accepted items are billed.

✓Line-by-line receiving
✓Rejects with a credit note request
✓Bills from accepted items only
✓Supplier eTIMS invoice checked

See bills

Who it matters to

Procure-to-pay, in your world.

Procure-to-pay looks different in a construction firm, a factory, and a distributor. See it in your world.

By industry

By team

Control

Controls at every handover.

Every stage is checked against the one before it, and every decision is on record.

Budget at every stageFrom the estimate to the request, PO, and bill.
Three-way matchBills checked against the PO and what was received.
eTIMS checkSupplier invoices checked with KRA before approval.
Audit trailEvery stage and decision recorded.

Connects to

QuickBooks Online and Zoho BooksChart of accounts and tax rates come across; expenses, bills, invoices, and payments sync back.
M-PESAPayouts, paybill collections, and payment links, each matched to its record.
KRA eTIMSSales signed, supplier invoices checked, and the VAT summary ready before the 20th.
Your bankStatements uploaded and matched, with rules for the lines that repeat.

Bizflow AI · connects Claude through MCP

Ask Bizflow AI about procure-to-pay.

Connect Claude to Bizflow and ask about estimates, requests, POs, deliveries, and bills in plain English. Answers come from your live Bizflow data.

How Bizflow AI works

Bizflow AI Connected to Claude

Which POs are still waiting for delivery?

Claude read from Bizflow · Purchase orders

4 POs, KES 612,400, have items still to come. One is late.

PO-2231 · Gypsum World82 boards, due ThursdayKES 123,160
PO-2226 · Coast CementDue 2 days agoKES 212,400
2 more POsDue next weekKES 276,840

Frequently asked questions

Do we have to start from an estimate?

No. If you don't price work for clients, start from a department or project budget. Requests are checked against whichever budget you set.

Can we compare supplier quotes?

Yes. Record each supplier's quote against the request, compare them, and convert the winning one into a PO, with the reason on record.

What happens with part deliveries?

Record what arrived against the PO. The PO stays open for the rest, broken items go back, and only accepted items are billed.

How are suppliers paid?

Bills are matched to the PO, delivery, and KRA eTIMS, then paid by M-PESA, till, paybill, or bank, one by one or in a run, and matched to the statement.

Is there a page for our purchasing team?

Yes. The operations and procurement page covers the day-to-day buying flow, and each industry page shows procure-to-pay for that industry.

Does it handle eTIMS?

Yes. Bizflow is a KRA-certified eTIMS integrator. Invoices are signed when they are sent, supplier invoices issued to your KRA PIN come into Bizflow, and you can raise buyer-initiated invoices for suppliers who can't issue their own.

Does it work with our accounting system?

Yes. Bizflow syncs expenses, petty cash, bills, invoices, and customer payments to QuickBooks Online or Zoho Books, and brings your chart of accounts, tax rates, suppliers, and customers across. Or keep the whole ledger in Bizflow, with journals, bank reconciliation, trial balance, profit and loss, balance sheet, and cash flow.

The plan for procure-to-pay.

Procure-to-pay runs on Growth: requisitions, supplier quotes, purchase orders, bills, bulk payments, and reconciliation. Business adds multi-level approvals and the full audit trail.

Compare all plans

GrowthMost businesses

KES 12,000 a month

Or KES 10,800 a month, paid yearly

✓eTIMS invoices and credit notes
✓Requisitions, purchase orders, and bills
✓Bulk payments
✓Payment reconciliation
✓10 users and 3 branches

Business

KES 27,000 a month

Or KES 24,300 a month, paid yearly

✓Everything in Growth
✓eTIMS purchases, imports, and VAT summary
✓Multi-level approval workflows
✓Full audit trail
✓25 users, unlimited branches