Weproc: the simple and intuitive purchasing software for Associations
NGOs, federations, and nonprofit organizations: streamline procurement and expense management, from field volunteers to financial reporting.
Why structure your association's purchases now?
In an associative structure, rigour is doubly necessary: you have to be accountable to your financiers (public/private) while managing often hybrid teams, between employees and volunteers. Excel and emails are no longer enough in the face of new tax obligations.
Your current risks :
Budgetary opacity: Expenses incurred without prior validation, jeopardizing the financial balance of the projects.
Tax & Legal Risk: Poor management of VAT or non-compliant invoices in the run-up to the 2026 reform.
Administrative overload: Treasurers and accountants spending hours chasing suppliers and gathering receipts
Complex governance: Difficulty in enforcing the validation circuits between the headquarters, the local branches and the volunteers.
Purchase requests: empower your volunteers and employees
Centralize and frame all needs, from headquarters to the field
Whether at headquarters or in the field, every employee or volunteer can express a need through a simple and accessible interface. All purchase requests are centralized and linked to a specific budget, ensuring transparency and control over association-related spending.
With Weproc, you structure purchase requests through:
- a simplified interface for employees and volunteers
- mandatory budget allocation (humanitarian mission, annual event, operations, etc.)
- elimination of maverick spending
- the ability to add comments and supporting documents
- real-time tracking of pending requests
Validate your orders and budgets in line with your bylaws
Control your financial commitments and grants
Once approved, Weproc automatically converts the request into a purchase order, linked to the corresponding budget (see the article how to properly express a need). You maintain a clear view of committed amounts and remaining budgets, while securing public or private funding.
You maintain a clear view of committed amounts and remaining budgets, while securing public or private funding.
- automatically check budget availability
- control expense eligibility for grants
- define approval workflows by amount or expense type
- track orders by project or mission
- manage budgets from a centralized dashboard
Result: reliable, compliant, and easy-to-manage budget control for non-profit organizations.
Trusted by these associations!
What are you waiting for ?
Justify funds through goods receipt
Secure your funding with full traceability
The receipt of goods or the completion of services is a key step in ensuring financial compliance for non-profit organizations. Weproc makes it easy to validate the “Service Rendered”, which is often required to unlock certain public funds.
Key Features:
- validate receipt in one click
- add delivery note photos directly from a mobile device
- immediately report discrepancies or non-conformities
- track deliveries in real time
You obtain clear, traceable proof, ready for audits and funding bodies.
Be ready for Electronic Invoicing (PA)
Anticipate the 2026/2027 reform with confidence
Weproc automatically matches invoices with purchase orders and receipts, eliminating payment errors and duplicates. The platform is designed to support non-profit organizations throughout the transition to electronic invoicing.
With Weproc, you benefit from:
- automatic invoice / order / receipt matching
- electronic invoice management
- compliance with the 2026/2027 reform
- payment tracking and accounting controls
- management of obsolete assets
A complete solution for transparent and compliant financial management for non-profits.
Weproc brings the discipline of a large corporation with
the simplicity you need for your volunteers.
You secure the funds, we ensure full traceability of the transactions.
FAQ - The management of the purchases of an association
Do you have any questions? We have the answers!
Yes. The tool is designed for small teams: guided requests, simple approval rules, direct visibility for the manager.
Onboarding is fast. After a short setup and training, your first requests and approvals can start very quickly.
Yes, you can give them the right access to view the documents and retrieve the necessary documents.
To optimize purchasing management in a multi-service context, several best practices can be put in place.
It is essential to clearly define the needs and objectives of each department, to foster collaboration and information exchange between departments, and to establish a culture of continuous improvement. Having a centralized procurement management system in place also allows for the tracking and analysis of each department’s spend, making it easier to identify opportunities for optimization.
Pricing tailored to small teams. The best way is to see your perimeter together during a demo!
Yes, for the receipt of invoices, you will be concerned. Also, if you have a side hustle business, the rules change. Weproc manages these special cases to avoid any adjustment.
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