{"id":14902,"date":"2024-08-02T13:38:29","date_gmt":"2024-08-02T13:38:29","guid":{"rendered":"https:\/\/trustpair.com\/blog\/procure-to-pay-process-definition-and-challenges\/"},"modified":"2025-07-15T13:38:42","modified_gmt":"2025-07-15T13:38:42","slug":"procure-to-pay-process-definition-and-challenges","status":"publish","type":"post","link":"https:\/\/trustpair.com\/gb\/blog\/procure-to-pay-process-definition-and-challenges\/","title":{"rendered":"Procure-to-Pay Process: definition and challenges"},"content":{"rendered":"<p><strong>The procure-to-pay cycle (or P2P) is at the core of financial departments<\/strong>. While it ensures your company functions as it should and maintains good relationships with your suppliers, it also represents a risk. Scams are on the rise, and any breach in the P2P process is the first target of fraudsters. A robust and optimized procure-to-pay process is essential for good vendor management and to guarantee your company\u2019s safety. Keep reading to find out all there is to know about the <strong>procure-to-pay process and its&#8217; challenges!<\/strong><\/p>\n<p>At Trustpair, we help financial execs secure their P2P processes by continuously checking third-party information. <a href=\"https:\/\/trustpair.com\/gb\/demo-5\/\">Contact an expert to learn more!<\/a><\/p>\n<p><!--HubSpot Call-to-Action Code --><span id=\"hs-cta-wrapper-f87ea066-7298-4ae0-bcd1-f309efec12d5\" class=\"hs-cta-wrapper\"><span id=\"hs-cta-f87ea066-7298-4ae0-bcd1-f309efec12d5\" class=\"hs-cta-node hs-cta-f87ea066-7298-4ae0-bcd1-f309efec12d5\"><!-- [if lte IE 8]>\n\n\n<div id=\"hs-cta-ie-element\"><\/div>\n\n\n<![endif]--><a href=\"https:\/\/cta-redirect.hubspot.com\/cta\/redirect\/5278241\/f87ea066-7298-4ae0-bcd1-f309efec12d5\"><img decoding=\"async\" id=\"hs-cta-img-f87ea066-7298-4ae0-bcd1-f309efec12d5\" class=\"hs-cta-img\" style=\"border-width: 0px;\" src=\"https:\/\/no-cache.hubspot.com\/cta\/default\/5278241\/f87ea066-7298-4ae0-bcd1-f309efec12d5.png\" alt=\"demo request trustpair b2b payment prevention plateform\" \/><\/a><\/span><script charset=\"utf-8\" src=\"https:\/\/js.hscta.net\/cta\/current.js\"><\/script><script type=\"text\/javascript\"> hbspt.cta.load(5278241, 'f87ea066-7298-4ae0-bcd1-f309efec12d5', {\"useNewLoader\":\"true\",\"region\":\"na1\"}); <\/script><\/span><!-- end HubSpot Call-to-Action Code --><\/p>\n<h2>Introduction to the Procure-to-Pay Cycle.<\/h2>\n<h3>What is the procure-to-pay process?<\/h3>\n<p>\u201cProcure-to-pay\u201d describes <strong>the process used in organizations to purchase goods and services<\/strong>, from the selection of a commodity, a good, or a service, to its payment.<\/p>\n<p>It\u2019s an important part of your supply chain management. It\u2019s also called the purchase-to-pay process, or P2P. The process can be done manually, but these days it tends to involve software like SAP, Oracle, or other ERPs.<\/p>\n<h3>What are the steps of the P2P cycle?<\/h3>\n<p>The P2P process goes from the initial procurement to the payment of goods and services. Here are the steps of the procure-to-pay process:<\/p>\n<ul>\n<li><strong>Identifying the business needs<\/strong> for specific goods\/services, and sourcing them through suppliers. This can be done automatically through a purchase order system (like procurement software) or bidding from various vendors. Negotiations usually happen at this stage<\/li>\n<li><strong>Issuing a purchase order<\/strong> to the selected supplier.<\/li>\n<li><strong>Receiving and invoicing.<\/strong> Suppliers deliver the goods or services and then send an invoice.<\/li>\n<li><strong>Invoice verification and payment approval.<\/strong> Invoice approval needs to happen before payment matching happens.<\/li>\n<li><strong>Paying the supplier.<\/strong> Actually sending the funds to your suppliers &#8211; is the riskiest and most overlooked step in the P2P process (more on this later).<\/li>\n<\/ul>\n<h3>Who is involved in the purchase-to-pay cycle?<\/h3>\n<p>Some companies have a procurement department, with its own procurement officer. Others have a departmental procurement management strategy. In all organizations, however, the accounting and\/or financial departments are involved in the payment reconciliation (when purchase number, invoice, and payment are matched).<\/p>\n<p><strong>The P2P process specifically involves Accounts Payable, Procurement, Treasury, and even <a href=\"https:\/\/trustpair.com\/gb\/blog\/internal-control-the-key-to-secure-financial-systems\/\">Internal Control<\/a><\/strong> &#8211; which in large corporations are whole departments. Regardless of who\u2019s involved in it, the goal is to increase your operational efficiency over your P2P as it can be a costly, labor-intensive process. Making it more efficient leads to cost reduction, while increasing your cash flow management and your company\u2019s security.<\/p>\n<h2>Common Challenges and Risks in the Procure-to-Pay Process.<\/h2>\n<p>Having a P2P process doesn\u2019t come without its sets of <strong>inherent challenges and risks<\/strong>. Let\u2019s have a look at some of them, which could prove dangerous for your organization.<\/p>\n<h3>Inadequate procure-to-pay process.<\/h3>\n<p>As companies grow, <strong>it can be a challenge to keep their business processes up-to-date<\/strong>. P2P is no exception. It\u2019s not uncommon for organizations to have a procurement system that\u2019s irrelevant, either because it\u2019s too old, or because it doesn\u2019t meet the needs of your current business.<\/p>\n<p>When that happens, every line manager or department can decide to take the matter into their own hands and turn to another purchasing system. You end up having a siloed P2P, with no global procurement management.<\/p>\n<p>It\u2019s also an increased security risk for your company if your employees decide to use their own procurement software or process. By multiplying the number of software used in your company, <strong>you multiply the risks of security breaches.<\/strong><\/p>\n<h3>Non-compliance to internal standards.<\/h3>\n<p>Similar to the previous point is when an employee decides to make an exception to your procurement policy. They decide to do it their way either by foregoing the bidding process, stopping negotiations with a specific supplier, or ignoring some quotations from others.<\/p>\n<p>While making exceptions can happen for specific, strategic sourcing sometimes, it\u2019s not a great practice to create a precedent. Whatever the reason, <strong>varying your internal policy puts your company\u2019s internal safety on the line.<\/strong><\/p>\n<p>It\u2019s an open door to making an \u201curgent transfer\u201d to a well-known supplier <a href=\"https:\/\/trustpair.com\/gb\/blog\/ceo-fraud-how-to-protect-your-organization-from-fraudsters\/\">or even to the CEO<\/a>, which are common excuses used by scammers in <a href=\"https:\/\/trustpair.com\/gb\/blog\/wire-transfer-fraud-prevention-best-practices-and-recovery\/\">wire transfer scams. <\/a>Those risks can be reduced by making sure you carry out 3 way matching before payment approval, meaning you check the invoice against its purchase order and order receipt.<\/p>\n<p>Your internal standards are here for internal control, but also to <strong>guarantee the safety of your company.<\/strong><\/p>\n<h3>Lack of transparency over the procure-to-pay cycle<\/h3>\n<p>In large corporations, P2P is a business process that can become opaque and confusing &#8211; especially for people outside of the financial department. It\u2019s important that everyone &#8211; not only the chief procurement officer &#8211; <strong>understand the necessity and implications of your procure-to-pay process.<\/strong><\/p>\n<p>If your employees don\u2019t have visibility over your P2P, they won\u2019t be able to follow the rules, correct mistakes, or even spot fraud attempts. While essential, the P2P can turn into a gateway to fraudsters.<\/p>\n<h3>Financial fraud attempts.<\/h3>\n<p><strong>The biggest risk of your procure-to-pay cycle is financial fraud<\/strong>. And changes in suppliers\u2019 credentials are actually the number one way financial fraud happens.<\/p>\n<p>Between the moment you place your order and the moment payment is sent to your supplier, scammers have numerous opportunities to commit fraud. They can for example impersonate your vendor (<a href=\"https:\/\/trustpair.com\/gb\/blog\/spoofing-an-open-door-to-corporate-fraud\/\">spoofing<\/a>) and send you an email changing their bank details.<\/p>\n<p>That\u2019s what we call vendor fraud. It\u2019s done either by hacking into your system or your suppliers\u2019. If you don\u2019t do <a href=\"https:\/\/trustpair.com\/gb\/automated-account-validation\/\">systematic account validation<\/a> (or use a tool that does it for you like Trustpair), <strong>you won\u2019t notice it and pay the wrong person.<\/strong><\/p>\n<p>Because of the nature of their jobs, your accounting and financial employees are most at risk. That\u2019s why we recommend adopting the \u201c4 eyes principle\u201d: having two different people check everything when making your payment campaigns. To learn more about B2B financial fraud, <a href=\"https:\/\/trustpair.com\/gb\/resources\/2025-uk-fraud-trends-and-insights\/\">download our latest report.<\/a><\/p>\n<p>Get the latest gist and trends of procurement in <a href=\"https:\/\/trustpair.com\/gb\/resources\/ai-cyber-risks-and-global-crisis-procurement-teams-adapting-to-an-evolving-landscape\/\">our Deloitte co-branded white paper!<\/a><\/p>\n<p><!--HubSpot Call-to-Action Code --><span id=\"hs-cta-wrapper-bda0ce33-c370-4f31-a65d-0bf9b1cb6642\" class=\"hs-cta-wrapper\"><span id=\"hs-cta-bda0ce33-c370-4f31-a65d-0bf9b1cb6642\" class=\"hs-cta-node hs-cta-bda0ce33-c370-4f31-a65d-0bf9b1cb6642\"><!-- [if lte IE 8]>\n\n\n<div id=\"hs-cta-ie-element\"><\/div>\n\n\n<![endif]--><a href=\"https:\/\/cta-redirect.hubspot.com\/cta\/redirect\/5278241\/bda0ce33-c370-4f31-a65d-0bf9b1cb6642\"><img decoding=\"async\" id=\"hs-cta-img-bda0ce33-c370-4f31-a65d-0bf9b1cb6642\" class=\"hs-cta-img\" style=\"border-width: 0px;\" src=\"https:\/\/no-cache.hubspot.com\/cta\/default\/5278241\/bda0ce33-c370-4f31-a65d-0bf9b1cb6642.png\" alt=\"New call-to-action\" \/><\/a><\/span><script charset=\"utf-8\" src=\"https:\/\/js.hscta.net\/cta\/current.js\"><\/script><script type=\"text\/javascript\"> hbspt.cta.load(5278241, 'bda0ce33-c370-4f31-a65d-0bf9b1cb6642', {\"useNewLoader\":\"true\",\"region\":\"na1\"}); <\/script><\/span><!-- end HubSpot Call-to-Action Code --><\/p>\n<h3>The missing piece to your procurement software.<\/h3>\n<p>Nowadays, <strong>most companies streamline their P2P through procurement software<\/strong>.\u00a0 Procurement software speeds up the process, but it falls at the last hurdle: third-party checks.<\/p>\n<p>Even with the best workflow automation, your company is still at risk of fraud if it doesn\u2019t automatically check third-party information before approving payment.<\/p>\n<p><a href=\"https:\/\/trustpair.com\/gb\/fraud-prevention-software\/\">Fraud prevention software<\/a> like Trustpair does automatic, systematic, and real-time checks of your third-party data, so you always know you are paying the right person when you send payment. All payments are secure and any suspicious activity or status is flagged.\u00a0On top of that, manual processes are reduced &#8211; or simply cut off. 300+ businesses already protect their P2P cycle with us!<\/p>\n<p>Our automation tool integrates with Procurement software, TMS software, and ERPs. <strong>It\u2019s additional security on top of your existing P2P process<\/strong> that completely eradicates the risk of vendor fraud through ongoing data monitoring. Our cutting-edge system will help your finance team and procurement department gain time, efficiency, and peace of mind. Services also include detailed fraud analytics, customized workflows, and automated checks before payment campaigns are executed to ensure no fraud goes unnoticed.<\/p>\n<p><strong>To conclude..<\/strong><\/p>\n<p>Procure-to-pay (or purchase-to-pay) is the <strong>process used in organizations to purchase goods or services.<\/strong> It encompasses every step from vendor selection to order payment. In companies, it&#8217;s ususally carried out either by a procurement department or by each department that manages its own procurement process. Nowadays, it&#8217;s often done through e-procurement, with online tools. While it makes the process more efficient, most procurement software falls at the last step: third-party checks.<\/p>\n<p>Common challenges of the procure-to-pay cycle are: <strong>using an inadequate process, non-compliance to internal standards, and lack of transparency over the process<\/strong>. That leaves an open doorway to fraudsters. Use fraud prevention software like Trustpair to secure your payment chain and help your finance team gain time and efficiency. Our best-in-class solution will help your company gain time, performance and will provide more visibility on fraud risks.<\/p>\n","protected":false},"excerpt":{"rendered":"<p>The procure-to-pay cycle (or P2P) is at the core of financial departments. While it ensures your company functions as it should and maintains good relationships with your suppliers, it also represents a risk. Scams are on the rise, and any breach in the P2P process is the first target of fraudsters. A robust and optimized [&hellip;]<\/p>\n","protected":false},"author":1,"featured_media":14903,"comment_status":"closed","ping_status":"closed","sticky":false,"template":"","format":"standard","meta":{"footnotes":""},"categories":[138],"tags":[],"class_list":["post-14902","post","type-post","status-publish","format-standard","has-post-thumbnail","hentry","category-procurement-gb"],"yoast_head":"<!-- This site is optimized with the Yoast SEO plugin v27.2 - https:\/\/yoast.com\/product\/yoast-seo-wordpress\/ -->\n<title>Procure-To-Pay process: definition and key challenges - Trustpair<\/title>\n<meta name=\"description\" content=\"Optimize your payment chain with our ultimate guide to the procure-to-pay process. 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