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.
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.
Purchase requests: empower your volunteers and staff more control.
Whether at headquarters or in the field, each employee, employee or volunteer, can express a need via a simple and intuitive interface, accessible from a computer or a mobile. Each request is linked to a specific budget, for example “Humanitarian Mission” or “Annual Event”, which guarantees the coherence and financial transparency of your association.
Requests are tracked and time-stamped, with the possibility of adding notes or supporting documents, for a clear and complete follow-up. Managers can prioritize needs, avoid duplication and anticipate purchases, even on several simultaneous missions.
With Weproc, the purchase request becomes a structured, collaborative and secure process, adapted to the specificities of associations, and promoting responsible and transparent purchasing.
Orders and budgets: on your bylaws.
Once validated, each request becomes an order directly linked to the corresponding budget, allowing precise monitoring of financial commitments. Weproc automatically verifies the availability of the association budget and the eligibility of expenses for grants, reducing errors and simplifying regulatory compliance.
Customizable workflows allow you to define validations according to the amount or type of expense, for example by the Director above €500, or by the Treasurer above €5000.
Managers have a dashboard to track all orders, plan projects, and optimize the use of funds. This centralization makes order management clear, secure, and tailored to the needs of multi-site associations.
Trusted by these associations!
What are you waiting for ?
Reception: track and justify the funds
The receipt of goods or services is tracked directly in the tool, with the possibility of validating the delivery or service from a mobile, with a photo of the delivery note to support it. The “Service Done” is certified in one click, guaranteeing compliance with legal obligations and the traceability of public funds.
Managers can quickly report any issues and track the status of deliveries in real-time. All information is centralized so that the inventory and use of association budgets is constantly up-to-date.
This approach reduces errors, facilitates reporting and ensures reliable follow-up for all missions and association events.
The Bill & The Reform: Be Ready for the Electronic Invoice (PA)
Weproc automatically reconciles invoices with corresponding orders and receipts, avoiding payment errors and duplicates. Electronic invoices are managed according to the standards of the 2026/2027 reform, whether your association is subject to VAT or not.
Managers can validate or dispute invoices, track payments, and generate accurate reports for audits or grants. For obsolete or unused goods, the reform is organised from the same interface, guaranteeing traceability, regulatory compliance and sustainable management.
The entire process simplifies associative accounting while increasing transparency and financial security.
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.
Electronic invoicing is not just a technical constraint, it is a legal issue. Choosing Weproc means choosing a solution recognized for its mastery of the 2026/2027 regulatory framework, and thus guaranteeing compliant and secure management for your associations.