How do purchase requisitions and approvals work on GEP SMART P2P software?

GEP SMART P2P software gives users the flexibility to custom-configure approval workflows. All approvers (serial, parallel and pool) and automatic approvals are decided by a combination of variables. The purchase requisition and approval process can be simplified by allowing low-risk, low-value, catalog-based purchase requisitions to be directly forwarded to pre-approved suppliers, and other purchase requests to be sent to designated personnel.

Can I track purchase orders created using GEP SMART?

Yes — the GEP SMART procure-to-pay solution features interactive dashboards that allow tracking of open and fulfilled purchase orders at every level, in a single convenient view, regardless of whether purchase requisitions are attached.

Does GEP SMART help with invoice management?

Yes — GEP SMART can perform multi-way invoice matching, resolving problems that might result in invoice exception. Well before invoices reach accounts payable, GEP SMART runs change-invoice and change-order processes to effectively incorporate changes in pricing or quantity. And since invoice form and composition have no bearing on the process, GEP SMART can handle invoices whether they are submitted without an order, on paper, or via email.

Can GEP SMART help with supplier relationship management?

Yes — supplier relationship management is a major function of the GEP SMART procurement platform. GEP SMART helps users monitor performance and proactively maintain better relationships with suppliers. Supplier relationship management on GEP SMART features the ability to construct robust governance structures, deploy appropriate supplier engagement models, and participate in an assortment of focused, joint activities. It also gives users the power to define action plans, assign stakeholders and measure results of supplier engagements.

I currently have a standalone P2P system. Why should I choose GEP SMART?

Standalone P2P tools often fail to efficiently link together all processes of the S2P cycle, impeding collaboration and stifling the workflow. GEP SMART, on the other hand, is much more than a procure-to-pay platform. It is a complete, unified, source-to-pay procurement platform with P2P as an integral part. GEP SMART enables enterprises to streamline and automate their end-to-end S2P process including spend management, sourcing, contract management, supplier management, P2P, savings tracking and much more.

Once a purchase order has been created in GEP SMART, how can I change it?

Based on the business rules that need to be applied, GEP SMART allows users to easily amend, withdraw or change purchase orders. GEP SMART can be entirely customized to mirror the way your enterprise operates. You can fully incorporate your policies and processes into the software — and GEP’s procurement experts will also help you outline best-practice policies from the ground up.

Can anyone with access to GEP SMART prepare or approve purchase requests?

GEP SMART gives you the flexibility to control rights and permissions for every user — this means that you can permit or restrict users from preparing or approving purchase requests. In addition, you can custom-configure the requisition approval hierarchy according to your organizational structure and reconfigure it as needed at future points.

Can I prepare a requisition to engage an independent vendor to perform services using GEP SMART?

Yes, you can create a requisition to engage with independent vendors on GEP SMART and then run it through an approval hierarchy prior to processing. However, the usual best practice is to engage with pre-approved vendors to limit off-contract purchasing. Nonetheless, an ad-hoc request can be competitively sourced for best results, because requisitions can also be “sent for bidding” at any given point.

What happens if an approver does not take action on a requisition that has been routed to him/her?

If approvers do not approve or reject requisitions within the stipulated time frame, they will receive system-generated reminders. If they do not respond to these alerts, the requestor can either withdraw and cancel the requisition, or resubmit it after selecting a different approver. GEP SMART procure-to-pay software can also be configured to reroute approvals to other members of that approval pool.

Can I customize the P2P workflow?

Yes. Workflows on GEP SMART procure-to-pay software can be customized as hierarchical, parallel or pool. This is similar to the way approvals can be configured depending on value, category, geography and business unit. These workflows can then be applied to purchase requisitions and/or purchase orders, and can vary depending on the best fit for the enterprise.

Does GEP SMART support personal profiling?

Yes. GEP SMART procure-to-pay software includes comprehensive user roles, which means that the software understands who you are, automates approvals, and populates requisitions and orders with accounting and other codes without any manual intervention.

Procure To Pay Software Solutions | Procure-To-Pay (P2P) Tools

Name: GEP Quantum Intelligence Procure-To-Pay
Rating: 4.4 (3 reviews)

Most P2P systems feel like a hurdle, not a help. Requests stall in approval loops, invoices get kicked back for minor errors, and Finance is left chasing data. It’s a drain on productivity and a risk to supplier relationships.

GEP Quantum Intelligence (Qi) removes the friction by embedding coordinated agents directly into your workflow. These agents don’t just process data. They structure requests, resolve exceptions before they escalate and predict approval paths. It’s a touchless experience that turns procurement from a bottleneck into a competitive advantage.

The P2P Experience Teams Actually Want

Buying That Doesn’t Feel Bureaucratic

Unified intake, clear choices and instant routing powered by the Smart Input Agent and Intelligent Buying Agent

Invoices That Don’t Need Babysitting

Touchless matching and real-time validation driven by the Invoice N-Way Matching Agent and Fraud/Anomaly Detection Agent

Payments That Stay Predictable

Clean processing, better cash control and full visibility across suppliers supported by the Approval Recommendation Agent and Integration Agent

GEP Quantum Intelligence: Smarter Transactions

GEP Quantum Intelligence works across every step of P2P to coordinate actions, not just automate tasks. It captures approvals, matches invoices, routes requests and flags exceptions in real time so work keeps moving without manual intervention.

Instead of disconnected workflows and constant follow-ups, teams operate with a continuous flow of decisions, data and actions that stay aligned from requisition through payment.

Everything You Need for Fast Accurate P2P

Intake That Gets It Right the First Time

Guided buying with smart recommendations and policy awareness powered by the Smart Input Agent and Intelligent Buying Agent

Orders That Don’t Slow You Down

Automatically create and track purchase orders with full visibility from request through fulfillment.

Touchless Invoice Matching

N-way matching, strong exception handling, and global tax validation for worldwide compliance.

Payments With No Loose Ends

Consolidated payment runs, better cash flow, virtual card support, and seamless integration with all major ERP systems.

Budgets and Compliance Built In

Control spend with real-time budget checks and policy enforcement embedded in every transaction

Inventory That Matches Reality

Clear visibility across receipts, warehouses and materials with alerts supported by the Receiving Agent

One Front Door to Procurement

Everyone talks about AI in procurement. GEP Quantum Intelligence makes it real. Agents extract quotes, run sourcing events, negotiate with suppliers and enforce compliance. Users type what they need. It orchestrates everything.

Most platforms add AI to steps. GEP Quantum Intelligence connects agentic AI across the source-to-pay process so work gets done end to end.