Procurement App Overview
Streamline request-to-pay with the Procurement App—purchase requisitions, multi-level approvals, budgets, purchase orders, invoice matching, and payments in one place.
What is the Procurement App?
The Procurement App is a procure-to-pay (P2P) system that lets employees request purchases, managers approve them, and finance create and track purchase orders, invoices, and payments. Budget tracking, configurable approval workflows, and integrations with Source and Asset Pro keep spending visible and under control.
Core Value Proposition:
- Control spend — Requisitions, approvals, and budgets in one workflow
- Faster approvals — Multi-level workflows with delegation and auto-approval thresholds
- Visibility — Dashboard, analytics, and spend intelligence for admins
- End-to-end — From request through PO, invoice matching, and payment
At a Glance
| Active Users | Integrations | Mobile Ready |
|---|---|---|
| [X]+ companies | Source, Asset Pro | Yes |
Perfect For:
- Finance and operations — Manage POs, invoices, payments, and budgets
- Managers — Approve requisitions and delegate approvals when away
- Employees — Submit purchase requests and track status
How It Works
Procure-to-Pay Flow
┌─────────────────────────────────────────────────────────────────────────┐
│ PROCURE-TO-PAY FLOW │
├─────────────────────────────────────────────────────────────────────────┤
│ ┌──────────────┐ ┌──────────────┐ ┌──────────────┐ │
│ │ REQUISITION │───▶│ APPROVAL(S) │───▶│ PURCHASE │ │
│ │ (Request) │ │ (Workflow) │ │ ORDER │ │
│ └──────────────┘ └──────────────┘ └──────┬───────┘ │
│ │ │ │ │
│ │ │ ▼ │
│ │ │ ┌──────────────┐ │
│ │ │ │ ISSUE / │ │
│ │ │ │ RECEIVE │ │
│ │ │ └──────┬───────┘ │
│ │ │ │ │
│ ▼ ▼ ▼ │
│ ┌──────────────┐ ┌──────────────┐ ┌──────────────┐ │
│ │ BUDGET │ │ DELEGATION │ │ INVOICE │ │
│ │ CHECK │ │ (Optional) │ │ MATCHING │ │
│ └──────────────┘ └──────────────┘ └──────┬───────┘ │
│ │ │
│ ▼ │
│ ┌──────────────┐ │
│ │ PAYMENT │ │
│ └──────────────┘ │
└─────────────────────────────────────────────────────────────────────────┘
Integration Ecosystem
┌─────────────────┐
│ PROCUREMENT │
└────────┬────────┘
│
┌─────────────────────────────┼─────────────────────────────┐
▼ ▼ ▼
┌───────────┐ ┌───────────┐ ┌───────────┐
│ SOURCE │ │ ASSET PRO │ │ ASK AI │
│ (Requisition│ │ (Vendors, │ │ (Procurement│
│ from RFQ) │ │ assets │ │ Agent) │
│ │ │ from PO) │ │ │
└───────────┘ └───────────┘ └───────────┘
Key Features
Purchase Requisitions
Employees create requisitions with line items, vendor, cost center, and justification. Optional budget check shows remaining budget before submit. Configurable rules can require multiple quotes above a threshold.
| Feature | Description |
|---|---|
| Draft and submit | Create and edit drafts; submit for approval when ready |
| Budget status | Live check against cost-center budget (within/over budget) |
| Export | Download requisitions list as CSV |
| Pending my approval | Managers see requisitions awaiting their approval |
Use Case: An employee needs a new monitor. They create a requisition, pick the vendor and cost center, add line items, and submit. Their manager receives an email (if enabled) and approves in the app or on mobile.
Pro Tip: Use the budget status on the requisition form to confirm the cost center has enough budget before submitting.
Multi-Level Approval Workflows
Admins define approval workflows with one or more levels, conditions (e.g. amount ranges), and approver types. Requisitions use the matching or default workflow. Approvers can delegate to others for a date range.
| Feature | Description |
|---|---|
| Workflow builder | Create workflows with multiple levels and conditions |
| Activate / deactivate / default | Control which workflow is in use |
| Approval delegation | Delegate your approvals to another user with start/end dates |
| Level notifications | Email for pending level, approved, rejected, delegated, and workflow complete |
Use Case: Requisitions over $10,000 use a two-level workflow (manager then finance). Under $10,000 they use a single-level workflow. When a manager is on leave, they create a delegation so their delegate receives approval emails.
Purchase Orders
Admins create POs from scratch or convert an approved requisition to a PO. Optional setting can auto-create a PO when a requisition is approved. POs move through submit for approval, approve, issue, mark received, and close.
| Feature | Description |
|---|---|
| Convert requisition to PO | One-click conversion from approved requisition |
| Submit, approve, issue | Clear status path; issue sends notification to creator |
| Mark received | Record receipt of goods |
| Bulk create assets | From a received PO, create Asset Pro assets from line items (when Asset Pro is enabled) |
Use Case: After a requisition is approved, finance converts it to a PO, sends it to the vendor (issue), and when goods arrive marks the PO as received. For IT equipment, they use “Bulk create assets” to create assets in Asset Pro from the PO lines.
Budgets
Admins create budgets by cost center (or department), set allocated amount and dates, and optionally configure alert thresholds. Requisitions and POs can reserve and consume budget. Alerts appear when thresholds are crossed; admins can acknowledge alerts.
| Feature | Description |
|---|---|
| Cost center budgets | Allocate by cost center with start/end dates |
| Reservations and spent | Track reserved vs spent amounts |
| Alerts | Threshold and over-budget alerts; acknowledge to clear |
| Reservations / Alerts views | Per-budget reservation list and alert list |
| Export | Download budgets as CSV |
Use Case: IT has a $100k annual budget for equipment. When a requisition is submitted, the system reserves the amount; when the PO is issued or paid, the budget spent updates. At 80% utilization an alert is sent to the budget owner.
Invoices and Three-Way Matching
Invoices are created and can be linked to a purchase order. Line items can be tied to PO lines. Matching compares PO, receipt, and invoice; variances can be approved with notes. Invoices move through draft, submit, approve, reject, or cancel.
| Feature | Description |
|---|---|
| Create from PO | Pre-fill invoice from a selected PO and its line items |
| Matching view | Three-way match (PO, receipt, invoice) with variance handling |
| Approve variance | Approve discrepancies with required notes |
| Aging report | Unpaid invoices by aging bucket (current, 1–30, 31–60, 61–90, 90+) |
Use Case: Accounts payable creates an invoice from the PO, submits it, and uses the matching screen to confirm quantities and amounts. A small price variance is approved with notes; the invoice is then approved for payment.
Payments
Payments are created against approved (or partially paid) invoices. Amount can be partial. Status flow: pending → processing → cleared, or failed/cancelled. Managers can process, clear, or fail payments; batch process is available for multiple pending payments.
| Feature | Description |
|---|---|
| Create from invoice | Pre-fill payment from an invoice and its outstanding amount |
| Process / clear / fail | Move payment through processing and clearance, or mark failed with reason |
| Cancel | Cancel a payment in an allowed status |
| Batch process | Submit multiple selected pending payments for processing |
| Export | Download payments as CSV |
Analytics and Spend Intelligence (Admin)
Analytics (admin-only) provides time-filtered metrics: spend by vendor and by month, spend by department, budget utilization, approval funnel and rate, average approval time, and vendor order counts.
Spend Intelligence (admin-only) uses the Spend Intelligence service to surface insights and alerts: duplicate invoice detection, spend anomalies, vendor consolidation opportunities, and budget burn. Results are cached and can trigger notifications to admins.
Procurement AI Agent
When the Procurement Agent is enabled in settings, users can use Ask AI to:
- Submit a purchase request (with confirmation)
- View my requests and request status
- View pending approvals
- Search vendors
- View purchase orders
Example questions: “Submit a purchase request for office supplies,” “What is the status of my purchase order?,” “Show my pending approvals.”
Notifications
Email notifications (when enabled in settings) are sent for:
| Type | When |
|---|---|
| Requisition submitted | To managers when a requisition is submitted |
| Requisition approved / rejected | To the requester |
| PO approved / issued | To the PO creator |
| Approval level pending | To approvers at that level |
| Approval level approved / rejected | To the requester |
| Approval delegated | To the delegate |
| Approval workflow completed | To the requester when all levels are done |
Mobile
Procurement is available on mobile. Users can:
- View My Requisitions and filter by status
- View Pending Approvals (requisitions awaiting their approval)
- View Purchase Orders (their POs)
- Open a requisition or PO detail
- Approve or Reject a requisition with comments from the approval screen
User Roles & Permissions
| Role | Capabilities |
|---|---|
| Employee | Create and submit requisitions (if role is allowed in settings), view own requisitions and POs, use Procurement Agent if enabled |
| Manager | Everything above; approve/reject requisitions; view pending approvals; create and manage approval delegations |
| Admin / Finance | Everything above; create/edit POs, approve/issue POs, manage budgets, approval workflows, invoices, payments; access Analytics and Spend Intelligence; configure settings and sample data |
Requisition creation can be restricted by role (e.g. member, manager, admin). PO and finance actions use admin/finance-only or manager-or-above checks as defined in the controllers.
Integrations
| Integration | Capability |
|---|---|
| Source | Create a procurement requisition from an awarded RFQ; requisition is linked to the RFQ and populated with winning quote and vendor |
| Asset Pro | Use shared vendors for requisitions and POs; create assets from received PO line items (bulk or per item) when the app is enabled |
| Ask AI | Procurement Agent tools for requests, status, approvals, vendors, and POs (when agent is enabled in settings) |
How We Compare
See how MangoApps Workforce Procurement compares to leading solutions:
| Feature | MangoApps Workforce | Coupa | SAP Ariba |
|---|---|---|---|
| Purchase requisitions | Yes | Yes | Yes |
| Multi-level approvals | Yes | Yes | Yes |
| Approval delegation | Yes | Yes | Yes |
| Budget tracking | Yes | Yes | Yes |
| Purchase orders | Yes | Yes | Yes |
| Invoice matching | Yes | Yes | Yes |
| Spend analytics | Yes | Yes | Yes |
| Unified HR/workforce platform | Yes | No | No |
Legend: Yes = included in core product.
Why MangoApps Workforce?
- Unified platform — Procurement works with Source, Asset Pro, and Ask AI in one system
- Role-based from day one — Same login and roles as the rest of Workforce
- AI built in — Spend intelligence and Procurement Agent without separate modules
Getting Started
For Employees
- Open Procurement from the Apps menu.
- Go to Requisitions → New Requisition.
- Add title, vendor, cost center, line items, and justification; use budget status if shown.
- Submit for approval and track status on the dashboard or via Ask AI (if enabled).
For Managers
- Use the dashboard “Pending Approvals” or Requisitions → Pending my approval.
- Approve or reject with optional comments; use mobile to approve on the go.
- When away, set up Approval Delegations so someone else receives approval requests.
For Administrators
- In Settings, configure approval thresholds, budget tracking, notifications, and roles allowed to create requisitions.
- Create Approval Workflows (Admin → Approval Workflows) and set a default.
- Create Budgets (Budgets) by cost center and optional alert thresholds.
- Optionally load demo data from Settings to explore workflows, budgets, requisitions, POs, invoices, and payments.
Best Practices
- Use cost centers and budgets so requisitions show accurate budget status before submit.
- Define one default approval workflow and use conditions (e.g. amount) for multi-level when needed.
- Encourage managers to set delegations before leave so approvals don’t stall.
- Link invoices to POs and use the matching screen to approve variances with notes.
- Use Spend Intelligence and Analytics regularly to spot duplicates, anomalies, and budget burn.
Frequently Asked Questions
Q: Who can create a purchase requisition?
A: Only roles that your admin has allowed in Procurement Settings (e.g. member, manager, admin). If your role is not allowed, you’ll see a message to contact your administrator.
Q: Can I approve requisitions on my phone?
A: Yes. Open Procurement in the mobile app or mobile web; use the Approvals tab to see items pending your approval and approve or reject with comments.
Q: How does budget checking work on a requisition?
A: When budget tracking is enabled and you select a cost center and amount, the app checks for an active budget for that cost center and shows whether the request is within budget or over, and by how much.
Q: Can we create a requisition from Source?
A: Yes. After an RFQ is awarded in the Source app, you can create a procurement requisition from that RFQ. The requisition is filled with the winning vendor and quote details and is linked to the RFQ.
Related Resources
- Apps & Extensions Overview — All marketplace apps
- Source App Overview — RFQ and sourcing; create requisitions from awarded RFQs
- Asset Pro App Overview — Vendors and assets; create assets from received POs
- Procurement Apps Ecosystem Guide — Product strategy (sysadmin only)
Control spend, speed up approvals, and run procure-to-pay in one place with the Procurement App.
