Finance / Free editable template

Procure-to-pay process template

A procure-to-pay process map follows a purchase from the moment someone needs something to the moment the supplier is paid. This example runs across six lanes, with a budget check, a purchase order, goods receipt, the invoice match and a route for price or quantity problems, so every team can see where their part fits.

This is a planning example, not financial, accounting, tax or legal advice. Check your own policies, auditors and local rules.

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Procure-to-pay process example showing six lanes from requester to supplier, budget check and purchase order, goods receipt, invoice match and payment
Everything in this example is editable. Replace the labels, move the shapes and adapt the layout to your work.

How to use this template

  1. Start with the requisition

    Show how people ask to buy something and what information they must give. A clear requisition prevents most later queries.

  2. Add approvals and the PO

    Mark who approves at each spend level and when a purchase order is raised. Show what happens when a request is over budget.

  3. Close the loop at payment

    Connect goods receipt and the supplier invoice to the match, then to payment. Note how price or quantity differences get resolved.

Questions about this template

Can I add a route for invoices with no PO?

Yes. Draw a branch from the invoice step to approval by the budget holder, so invoices without a purchase order still pass a control.

Do I need an account to use it?

No. Open the template and edit it in your browser. Your work saves on this device. An account is optional if you want to sync your workspace.

Can I export the finished diagram?

Yes. Use Export in the editor to save a PNG, SVG or PDF, or download an editable .epicdraw backup.

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