Quadient AP by Beanworks capabilities

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Flexible workflow

Streamline your team's AP workflow, from purchase to payments

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Multi-company

Manage multiple companies or locations centrally

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Secure digital storage

Say goodbye to filing cabinets and lost paperwork with a secure, globally compliant data management system

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Unlimited users

Provide access to everyone involved in AP while supporting growing teams with no additional user costs

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Mobile friendly

Access and approve invoices on iOS / Android

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Fast implementation

Automate your accounts payable in less than 6 hours

Budgetary control

Easily track your committed spend with automated purchase orders. Set and manage spending limits to suit your needs—by department, project, vendor, or set manager budgets to control department spend.

  • Controls spending – Ensures expenses are planned and approved.
  • Confirms funds – Guarantees money is allocated before invoicing.
  • Prevents surprises – Avoids unplanned invoices.
  • Protects cash flow – Maintains financial stability.
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PO matching software

Speed up approvals and reconciliation with 2- or 3-way matching. Quadient AP automatically matches your purchase orders to invoices, ensuring that all expenses are pre-approved and accounted for. With a PO process in place, you always know you have the funds to pay for an invoice because it was approved beforehand. This prevents unplanned expenditures, helping protect your cash flow and maintain financial stability.

Integrated purchase requisitions

Reduce spreadsheets and duplicate data entry by creating purchase requisitions directly in Quadient AP and automating the approval process in one place.

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Reduce approval delays

Leverage custom approval channels for your purchase orders, whether they were created in Quadient AP or imported from your accounting system.

How it works

Step 1: Create a purchase requisition - The requester enter necessary details and submits the purchase requisition for approval.

Step 2 : Approval process  – The approver reviews the PO details and either approves or rejects it.

Step 3: Committed orders – Approved POs move to the committed tab, where all open purchase orders are tracked.

Step 4: Invoice matching – When an invoice arrives, it matches with the corresponding PO, updating drawn, remaining, and total amounts.

Step 5: Closing POs – Once fulfilled, the PO moves to the closed tab, maintaining a full record for reference.

Frequently asked questions

Invoices and Purchase Orders

How to Fix Your Company's Purchase Order System

Back and forth with vendors can waste a lot of time. Learn how companies are automating their purchase order process to save time, reduce expenses, and streamline communications.

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Athabasca Catering Reduces Spend on Paper by 75%

Athabasca Catering spent $400 per month on printing and copying. Learn how they reduced that amount to $100 per quarter by leveraging Quadient AP's purchase order module.

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How Long Should I Keep My Accounts Payable Records?

How long should you keep your accounts payable records, including purchase orders? Find out in this blog post, along with an automated solution that simplifies record-keeping for you.

Invoice automation

Streamline invoice approval management and eliminate manual processes.

Payments

Avoid delays, duplicates, and errors with automated vendor payments.

Expense management

Replace spreadsheets and inaccurate forecasts with real-time expense management for your AP workflow.