In dynamic, multi-site organisations such as construction firms, retail chains, and healthcare providers, a tailored purchase order system offers a unique advantage. While ERP purchase order modules are typically complex and finance-focused, a bespoke integrated system provides flexibility, ease of access, and targeted functionality for non-finance staff across different locations.

Here’s how a bespoke solution works amazingly well with an ERP-based system, especially in environments where staff outside of core finance need access to financial information.

Decentralised teams, including project managers on-site, store managers in retail, and remote staff in healthcare, often need straightforward access to purchase order information without the technical hurdles of an ERP system. Bespoke systems provide a role-specific interface that shows only essential data, ensuring staff access exactly what they need.

Example: A large UK-based construction firm operating multiple sites across the country enables site managers to check order statuses and delivery timelines directly from mobile devices. By using a bespoke system, managers can quickly confirm when supplies are due, which reduces delays without overwhelming staff with non-relevant financial data.

Fact: Research by The Chartered Institute of Building (CIOB) shows that delays in material procurement are one of the top contributors to project overruns. A bespoke system that allows non-finance staff real-time access can cut procurement delays by up to 30%, helping keep projects on schedule.

ERP interfaces are often cluttered and challenging for non-financial users, especially those needing quick access on mobile devices. Bespoke purchase order systems, can be designed to be mobile-responsive, allow easy access for staff working across different locations or on the move.

Example: A construction firm managing a goods receipt on site, or across a fleet of vehicles across the UK with regional managers to approve orders while on-site. With a bespoke mobile-friendly system, these managers and staff can process requisitions, track deliveries, and approve purchase orders directly from their smartphones, reducing downtime and improving workflow efficiency. Ensuring clear communication with teams in the office and on site.

Statistic: A UK study by Levvel Research found that companies adopting tailored, mobile-friendly procurement systems saw a 25% reduction in equipment downtime, thanks to faster order processing and on-the-go access to procurement data.

In multi-location settings, approval workflows need to be adaptable to various team structures. Bespoke systems allow for tailored approval processes, often with mobile alerts, enabling swift approvals even from remote locations, something that traditional ERP modules struggle to facilitate efficiently.

Example: For a UK-based retail chain with stores nationwide, it was shown where store managers could submit requests for restocking, which regional managers approve from any location. A bespoke system provides real-time mobile notifications, speeding up approvals and avoiding bottlenecks common in ERP systems that require desktop access.

Statistic: Data from Procurement Leaders UK shows that customised approval workflows reduce procurement cycle times by as much as 40% compared to ERP workflows, which is essential for organisations needing rapid decision-making across multiple locations.

ERP systems often require expensive user licenses, especially when multiple users need access to the same purchase order module. With a bespoke system, non-finance users can access the specific functionality they need without incurring the high licensing costs associated with ERPs, making it a more budget-friendly solution.

Example: A construction company with projects across the UK employs a bespoke system, allowing site managers to manage GRN’s without requiring expensive ERP licenses. This targeted access reduces software costs while still allowing managers and staff to operate efficiently and get visibility.

Statistic: UK-based companies that employ bespoke procurement systems rather than full ERP access for all staff save, on average, 20-30% on licensing and software costs, particularly beneficial in multi-site organisations where dozens of non-finance staff need limited access.

Real-time access to purchase order data ensures all departments are in sync, even when teams are geographically dispersed. Bespoke systems can provide up-to-date insights across finance and non-finance teams, improving communication and allowing for swift responses to procurement needs.

Example: In a construction firm with several active job sites, project managers and procurement teams can track purchase orders and approvals in real-time. This transparency allows for smooth coordination, with project managers updating finance teams on material needs and adjusting budgets instantly based on updated order data.

Statistic: A report by Ardent Partners found that real-time procurement data access across dispersed teams can reduce project delays by 15-20%, as teams can collaborate more effectively and anticipate potential procurement issues before they impact the project timeline.

ERPs often provide broad access that can be challenging to configure precisely, especially for users outside the finance department. Bespoke systems, however, can restrict access to the specific data each role requires, minimising the risk of errors and protecting sensitive financial information.

Example: A UK hospitality group with multiple hotels enables hotel managers to view order statuses for supplies without accessing the financial data. By setting role-based permissions in their bespoke system, managers can only interact with the information they need, enhancing security and reducing errors.

Statistic: Deloitte reports that tailored role-based access controls in procurement systems can reduce data entry errors by up to 50%, as users engage only with data pertinent to their roles.

As organisations grow, the ability to scale a purchase order system is essential. Bespoke systems are flexible, allowing companies to add new users, locations, and functionalities without the extensive configurations required by ERPs. This scalability helps growing companies maintain control over their procurement processes with minimal disruption.

Example: A UK retail chain starting with a few stores can implement a bespoke system and quickly scale as it opens new locations, adding users and features as required without needing costly ERP reconfigurations.

Statistic: A survey by PwC found that businesses using scalable bespoke systems achieve 35% greater operational efficiency in multi-site management, which is critical for organisations experiencing rapid growth.

Unlike ERP systems, which often require long implementation times, a bespoke purchase order system is built specifically for the organisation’s workflows. This results in faster deployment, enabling immediate operational benefits and a quicker return on investment.

Example: A tech startup in London needing a streamlined purchase order system for its rapidly expanding team can deploy a bespoke solution in weeks. This setup allows immediate gains in efficiency, with a return on investment achieved within the first year.

Statistic: Companies deploying bespoke procurement systems report a 30% faster ROI than those implementing ERP modules, as bespoke systems deliver immediate savings and operational improvements without the extensive configuration and setup costs of ERPs.

For organisations with dispersed teams and staff who need limited access to procurement data, a bespoke purchase order system offers unmatched flexibility, ease of use, and cost efficiency. Through tailored access, simplified interfaces, mobile compatibility, and scalability, bespoke systems reduce procurement cycle times, save costs, and improve operational efficiency.

By choosing a bespoke purchase order system, CEOs can see faster ROI, greater cost savings, reduced error rates, and increased productivity across all locations—transforming procurement from a potential bottleneck into a streamlined, strategic asset for the business.

At Systematics, we develop custom expense management systems that integrate with systems and deliver perfect fit for your business. Have you automated your expense management process yet? What hurdles have you faced? Let’s discuss in the comments.