From employee request to approved payment — structured, visible, and controlled. No more maverick MRO or untracked service spend.
Indirect and MRO spend is the dark matter of procurement. It happens everywhere — maintenance raising verbal purchase orders, employees buying software on personal cards, facilities engaging contractors without a PO — and it adds up to 30–40% of total spend in most manufacturing companies. Proconomy brings structure to indirect procurement without making it bureaucratic. Employees use a self-service catalog. Maintenance uses an MRO catalog with preferred vendor guidance. Service delivery is confirmed through Service Entry Sheets. Every purchase is captured, approved, and matched — end to end.
Every step is designed to eliminate manual effort, reduce errors, and give your team real-time visibility at every stage of the process.
An employee, maintenance engineer, or buyer raises an indirect purchase request — via the service catalog, MRO catalog, punchout catalog, or a free-text requisition line.
AI classifies the request type (MRO, service, capex, indirect) and maps it to the correct procurement category, triggering the matching approval policy.
Every indirect purchase is captured in the system from the moment the need is raised — eliminating verbal purchase orders and rogue spend.
The requisition is routed for approval based on spend amount, category, and requestor — using configurable rule-based policies with auto-approval for low-value spend.
AI flags requests that breach budget or deviate from preferred vendors — surfacing the exception in the approver's worklist with context.
Approvers only see requests that genuinely need their attention. Low-risk, low-value spend flows through without creating approval bottlenecks.
Approved requisitions auto-convert to purchase orders — dispatched to the preferred vendor via the supplier portal with delivery instructions and required date.
AI checks contracted rates against PO price and flags any variance before the PO is dispatched — catching pricing errors before they become invoice exceptions.
Every indirect purchase gets a PO — creating a paper trail, locking the price, and eliminating the "no PO, no pay" invoice exception at the end of the cycle.
For goods: a goods receipt is raised by the warehouse or requestor. For services: the supplier submits a Service Entry Sheet (SES) via the supplier portal, confirmed by the buyer.
AI cross-checks SES description and quantity against the PO line — flagging scope or quantity discrepancies before they reach the invoice matching step.
Service delivery is confirmed in the system — not in an email chain. Disputes over "was the work done?" are eliminated before the invoice arrives.
Supplier invoice is matched against the PO and GR or SES. Tax fields are validated against configured regime (GST, VAT, reverse charge). Matched invoices route to payment; exceptions route to AP.
Invoice Exception Agent flags price discrepancies, missing SES, duplicate invoices, and tax mismatches — each with context and recommended resolution.
Indirect invoices match at the same straight-through rate as direct materials — ending the AP team's manual exception queue for MRO and service spend.
Proconomy gives every stakeholder the right view, the right tools, and the right level of access — so no one is a bottleneck and nothing falls through the cracks.
These are not theoretical benefits — they are outcomes that procurement teams experience within the first quarter of deploying this workflow on Proconomy.
Every indirect and MRO purchase is captured in a PO — from initial request through to payment. No more spend appearing on credit card statements with no context.
Preferred vendor lists, catalog controls, and mandatory PO creation before delivery eliminate the maverick spend that accounts for 15–20% of indirect budgets in most organisations.
Service Entry Sheets ensure service delivery is formally confirmed before any invoice is paid — ending the dispute cycle between AP and operations over whether work was completed.
Indirect invoices matched at the same straight-through rate as direct materials — because the PO, GR/SES, and tax information are all captured correctly upfront.
Plant maintenance, tooling, and facilities procurement managed alongside direct materials
Lab consumables, MRO, and contract manufacturing services captured end to end
Traceability and PO coverage for all MRO and services supporting AS9100 compliance
Machine maintenance, spare parts, and plant services brought into procurement control
Site services, materials, and subcontractor spend managed with full PO coverage
The end-to-end procurement engine — from demand signal to supplier payment, fully automated and audit-ready.
Explore 9 steps →Turn demand signals into purchase orders automatically — before shortages happen, not after.
Explore 6 steps →Qualify, approve, and activate new suppliers in days — not weeks — with AI-powered risk assessment built in.
Explore 6 steps →Draft, approve, sign, and manage every supplier contract in one place — with zero expiry surprises and full utilisation visibility.
Explore 6 steps →See how Proconomy transforms this workflow for your procurement team — live, with your own scenarios.