Purchasing Software for Non-Profits
NGOs, Federations, Charities: Control your spending from field volunteers to financial reports.
Why Structure Your Non-Profit's Purchasing Now?
Dans une structure associative, la rigueur est doublement nécessaire : vous devez rendre des comptes à vos financiers (publics/privés) tout en gérant des équipes souvent hybrides, entre salariés et bénévoles. Excel et les emails ne suffisent plus face aux nouvelles obligations fiscales.
Vos risques actuels :
Opacité budgétaire : Des dépenses engagées sans validation préalable, mettant en péril l’équilibre financier des projets.
Risque Fiscal & Légal : Une mauvaise gestion de la TVA ou des factures non conformes à l’approche de la réforme 2026.
Perte de temps administrative : Un trésorier ou une comptabilité noyée sous les relances fournisseurs et la récupération des justificatifs.
Gouvernance complexe : Difficulté à faire respecter les circuits de validation entre le siège, les antennes locales et les bénévoles.
Purchase Requisitions: Empower Your Volunteers and Staff
Centralize and control all requests, from HQ to the field
Whether at headquarters or in the field, every team member or volunteer can submit a request through a simple, accessible interface. All purchase requisitions are centralized and linked to a specific budget, ensuring transparency and control over your non-profit’s spending.
With Weproc, you can structure purchase requisitions:
- Simplified interface for staff and volunteers
- Mandatory link to a budget (e.g., Humanitarian Mission, Annual Event, Operating Costs)
- Eliminate maverick spending
- Add comments and supporting documents
- Real-time tracking of all open requests
Approve Orders and Budgets According to Your Bylaws
Control your financial commitments and grants
Once a request is approved, Weproc automatically converts it into a purchase order linked to the corresponding budget (see the article on correctly defining a need). You maintain a clear view of commitments and remaining budget, securing your public and private funding.
Weproc allows you to:
- Automatically check budget availability
- Verify spending eligibility for grants
- Define approval workflows by amount or category
- Track purchase orders by project or mission
- Manage your budgets from a centralized dashboard
The result: reliable, compliant, and easy-to-manage budgeting for your non-profit.
These organizations trust us!
What are you waiting for?
Justify Funding with Goods Receipt
Secure your funds with complete traceability
Receiving goods or confirming service delivery is a key step for financial compliance in non-profits. Weproc simplifies ‘Proof of Service’ validation, which is essential for unlocking public funding.
Key features:
- One-click goods receipt validation
- Upload delivery slip photos from a mobile device
- Instantly flag discrepancies
- Real-time delivery tracking
You get clear, traceable proof, ready for audits and funders.
Get Ready for Electronic Invoicing (AP)
Prepare for the 2026/2027 reform with confidence
Weproc automatically reconciles invoices with purchase orders and receipts, eliminating payment errors and duplicates. The platform is designed to help non-profits transition to e-invoicing.
With Weproc, you get:
- Automatic 3-way matching (invoice/PO/receipt)
- Electronic invoice management
- Compliance with the 2026/2027 reform
- Payment tracking and accounting controls
- Compliant asset disposal management
A complete solution for transparent and compliant financial management for your non-profit.
Weproc brings the rigor of a large corporation with
the simplicity needed for your volunteers.
You secure the funds, we manage the workflow traceability.
FAQ - Purchasing Management for Non-Profits
Have questions? We have answers!
Yes. The tool is designed for small teams, with guided requisitions, simple approval rules, and direct visibility for leadership.
Onboarding is fast. After a short setup and training session, you can start creating and approving your first requests right away.
Yes, you can give them appropriate access to view documents and retrieve the necessary records.
To optimize purchasing management in a multi-department context, several best practices can be implemented.
It’s essential to clearly define the needs and objectives of each department, encourage collaboration and information sharing between teams, and foster a culture of continuous improvement. Implementing a centralized purchasing management system also allows you to track and analyze each department’s spending, making it easier to identify opportunities for optimization.
We offer pricing tailored for small teams. The best way to find out is to discuss your scope with us during a demo!
Yes, you will be affected when it comes to receiving invoices. Furthermore, if you have any ancillary commercial activities, the rules change. Weproc handles these specific cases to help you avoid any tax reassessments.
Want to learn more about managing your purchasing?
Discover our weekly articles, webinars, and free templates to download to improve your non-profit’s spend management!
