Intake-to-Procure
A unified workflow that captures a purchase request (“intake”), routes it for policy checks and approvals, and converts the approved request into a purchase order—so every buy starts with clear demand, not maverick spending.
Key Facts
Alternate names: request-to-purchase, purchase-request workflow, upstream procure-to-pay
Main steps: request submission → policy & budget validation → multi-level approval → sourcing/PO creation → hand-off to procure-to-pay (P2P)
Stakeholders: requestor, line manager, budget owner, sourcing/procurement team, finance/AP
Typical tooling: intake portals in procure-to-pay suites (e.g., Coupa, Zip, SAP Ariba), Slack/Teams bots, low-code forms connected to ERP
Why It Matters
Stops maverick spend before it starts – All purchases funnel through one front door, shrinking rogue buying.
Speeds approvals – Pre-populated forms and automated routing cut cycle times from weeks to days—or hours.
Improves budget control – Real-time checks ensure funds are available and coded to the right cost centre before money is committed.
Real-World Examples
Fintech Scale-up
Employees request software via a Slack slash-command. The bot pulls contract tier, user count, and budget data, then triggers approvals in a P2P tool. Average intake-to-PO time drops from 9 days to 36 hours, helping engineering teams spin up tools fast without policy violations.
Global Manufacturer
A self-service portal guides plant managers through commodity codes and preferred suppliers. Automated price-benchmarks flag requests 5 % above market, enabling procurement to renegotiate before issuing POs—yielding annual savings of €4.7 million.
Diagram / Visual (optional)
A swim-lane diagram showing: Employee Request → Policy Engine & Budget Check → Approver(s) → Procurement → PO Issued → ERP.
Related Terms
Procure-to-Pay (P2P)
Purchase Requisition
Budget Control
Vendor Onboarding
Frequently Asked Questions
Q: How is intake-to-procure different from procure-to-pay?
A: Intake-to-procure covers the front-end—capturing demand and creating the PO. Procure-to-pay continues from PO issuance through goods receipt and invoice payment.
Q: What data should be captured at intake?
A: Business purpose, cost centre, commodity category, desired supplier, estimated amount, and any risk/compliance questionnaires relevant to the purchase.
Q: Can small companies benefit, or is this just for enterprises?
A: Even a simple form with automated approvals can cut rogue spend and speed purchases for teams as small as 50 people—and scales seamlessly as the organisation grows.
If you have any questions or need further assistance, feel free to reach out to our
support team.
