Purchase Requisition & PO Approval Software for UK Businesses

The best purchasing software for requisition workflows is the one that fits your approval rules. Look for configurable routing by budget holder and spend limit, budget checks, a complete audit trail, integration with your finance system, clarity on who configures it, and where your data is hosted. Keel builds requisition systems around your process, with flexible PO creation, multi-tier approvals, budget tracking and three-way matching.

The best PO tracking software gives you real-time visibility from requisition to receipt — not just a static list of orders. Keel's procurement system tracks every purchase order through its full lifecycle, with status updates, amendment history, delivery confirmation, and discrepancy handling all logged in one place. Custom dashboards let you monitor spend by category, supplier, or department at a glance.

Approval workflows in Keel are fully configurable to match your organisational structure. You can set rules based on spend thresholds, supplier type, cost centre, or requester role. When a requisition is submitted, the system automatically routes it to the correct approver(s), sends notifications, and tracks approval status — eliminating the need for email chains or manual chasing.

Yes. Keel supports complex, multi-tier approval chains where different departments, budget holders, or spend levels trigger different approval routes. For example, orders under £500 might auto-approve, while orders over £5,000 require sign-off from both a department head and the finance director. Every rule is modelled to your specific org structure.

Most teams are live within a few weeks. Keel's Build for Me service works with you in real-time to model the system around your actual procurement process, then hands it over to your team with full ownership. There's no lengthy implementation programme or locked-in vendor dependency — you own the platform from day one.

Yes. Keel integrates with financial systems via API to enable automatic budget updates, invoice reconciliation and cost tracking. For UK finance teams, approved POs can carry cost-centre and VAT coding through to accounts payable, and multi-currency support covers GBP and EUR suppliers. Keel connects with tools you already use, including accounting software, so procurement data stays in sync without manual re-entry.

Yes. Every requisition submission, approval decision, PO amendment, delivery receipt and invoice match is logged in a complete, timestamped audit trail, with each action attributed to a user. That gives UK finance teams and auditors a clear record of who requested, approved and changed each purchase, which is especially useful for regulated industries.

Absolutely. Keel supports highly granular user roles and permissions, so requesters can submit but not approve, managers can approve within their budget limits, and administrators have full visibility. This ensures strict spend control without creating bottlenecks — each team member sees exactly the parts of the system relevant to their role, nothing more.

Keel is a UK-registered company (Planko Ltd, Altrincham, Cheshire) that configures purchase requisition workflow software for you. With Build for Me, the Keel team models budget-holder and cost-centre approvals, requisition-to-PO rules and an audit log of every request, approval and amendment around your process, then hands the system over to your team. Most businesses are live in a matter of weeks.

Yes, requisition software can mirror a public body's scheme of delegation and contract standing orders: budget-holder sign-off, spend thresholds that trigger quotes or a formal procurement, and a full audit trail. Thresholds under the Procurement Act 2023 should be taken from GOV.UK, and tenders are still published through the authority's own portal on Find a Tender or Contracts Finder. Keel can model these rules for your organisation.

A purchase requisition is an internal request to buy something, raised by an employee and approved by a budget holder. A purchase order is the external document sent to the supplier once the requisition is approved, confirming items, prices, VAT and delivery terms. In Keel, an approved requisition becomes a purchase order automatically, and both are kept in the audit trail.

Good purchase requisition software records net value, VAT rate and cost centre on each line, so approved POs and matched invoices reach accounts payable already coded. Keel integrates with financial systems via API for automatic budget updates, invoice reconciliation and cost tracking, and supports multi-currency POs for GBP and EUR suppliers. UK teams often ask about accounting systems such as Xero, Sage or QuickBooks.

Yes. Manufacturers often split production materials from MRO and consumables with different approvers; engineering firms need job or project codes and technical sign-off before purchase; construction and installation businesses raise requests per site or job; logistics operations route requests from multiple depots, such as fleet parts. Keel models each approval route around your sector and structure.

Most purchase requisition software is priced per user in SaaS tiers, with extra costs for implementation, integrations and additional approval flows, and UK vendors often show prices excluding VAT. Keel is priced differently: one fixed yearly subscription, billed in GBP with VAT added, and it costs a lot less than traditional ERPs. Contact Keel for prices.