The problem
Purchase orders approved by email or a verbal okay, vendor bills paid without anyone checking they match what was actually received, and no real visibility into which vendors are reliable on price and lead time versus which ones are quietly costing the business - all common when purchasing and accounting aren't the same connected system.
How AccountDesq solves it
Every purchase order moves through goods receipt, bill, and payment as one tracked chain, with GRNI (goods received, not yet invoiced) computed automatically instead of reconciled by hand at period-end. Purchase orders and vendor bills above a configured amount route through maker-checker approval instead of one person acting alone - a routing decision, not a hard block. A dedicated Procurement Intelligence suite (vendor performance, vendor profile, item purchasing, cash outflow, GRNI aging) answers which vendors and items are actually driving cost, questions a basic accounts-payable view can't.
How it works, step by step
Create the purchase order
Above your configured threshold, it routes for a second approval automatically.
Receive the goods
Posts to GRNI - stock and payables both reflect it immediately.
Match the vendor bill
Clears GRNI and books purchase price variance if the price differs.
Analyze vendor performance
Procurement Intelligence surfaces which vendors and items are actually driving cost.
Connected to the rest of AccountDesq
Nothing here works in isolation - it posts through the same ledger as everything else.
In practice
A business sets a $2,000 approval threshold on purchase orders. A $5,000 PO a warehouse manager creates routes to a second approver automatically before it's confirmed, instead of relying on the manager to remember to ask someone.
What this means for your business
- Purchases and bills above your threshold get a second sign-off automatically, not by relying on memory.
- GRNI is tracked automatically instead of reconciled by hand at period-end.
- Real vendor and item-level analytics answer questions a basic AP report can't.
Frequently asked questions
Does purchase approval require a manual email chain?
No - purchase orders and bills above a configured amount route through maker-checker approval inside AccountDesq automatically, rather than needing to be chased down separately.
Is vendor payment itself covered by the same approval step?
Maker-checker approval covers purchase orders and vendor bills; vendor payments themselves are not yet routed through a separate approval step.