Proactis Review

Product:
Vendor:
Founded:
Headquarters:

Proactis Spend Mgt.
Proactis
1996
Newport News, VA

Ownership:
Customers:
Deployment Model:
Free Trial:

Private
1,100+
Cloud
No

Product Overview

Proactis Spend Management, an end-to-end spend management software solution, streamlines the procurement process to help companies take control of their spending. For the purpose of this review, we’ll focus on its Purchase-to-Pay (P2P) modules.

Those modules have tools that automate purchasing and invoicing workflows, provide real-time budget information for making smarter decisions and help companies stay in compliance. There are three modules that can integrate with one another:

• Procurement (Buying)
• Invoice Management
• Budget Management

Proactis has numerous benefits, such as:

• Lower costs
• Reduced errors from manual data entry
• Integration with enterprise resource planning (ERP) systems and financial management software
• Customizable to fit an organization’s unique needs

Features

Here are the key features that are included in each P2P module:

Procurement – In the Procurement module, users can track the entire buying process for all their orders in one system. It gives users access to their suppliers’ catalogs, where they can use an intelligent search function to find a particular item. Once an order request is made, it goes through an approvals process before being converted to a purchase order. Users can see the status of their current orders, as well as track partial or inaccurate deliveries. Additional features include internal requisitions, a “quick quotes” functionality, the ability to split orders into multiple orders per supplier and the ability to set order request thresholds.

Invoice Management – This module includes automated features to streamline the invoicing process and reduce data-entry mistakes. It provides electronic two-way and three-way invoice matching. The module can also identify any discrepancies within the invoice and distinguish between a PO, a non-PO and a credit invoice. Users can set up protocols for handling discrepancies, establish an allowance for invoice increment changes, and easily find an invoice using order and delivery data. Other features include grant adjustments for additional costs, the ability to set up payment reminders, automated self-billing and the ability to force a payment despite a purchase order and invoice discrepancy.

We also want to note Proactis’s Invoice Capture managed service, where Proactis staff process paper, PDF and XML invoices for clients. Those invoices are converted into structured data, and then scanned and processed using Optical Character Recognition (OCR) technology. Clients can access the online portal to review and resolve any invoice data gaps (e.g., approving or rejecting invalid or duplicate invoices). They can also upload the invoices into their finance or ERP software, where they can see an image of the invoice directly in that software solution.

Budget Management – Users can see real-time budget and transaction data within their dashboard, which they can drill down into for more details. They can create a budget plan in the software itself or by importing budget data from a financial management system. Users can also look at the current budget data before approving or rejecting an order or invoice, and any approved orders and payments are then automatically deducted from the budget. Finally, if there are any changes in the order or invoice, they’re automatically updated in the budget.

Target Market

Proactis targets mid-market companies with multiple locations or business units that require e-procurement or accounts payable (A/P) automation capabilities. It’s intended for any industry, such as finance, professional services, manufacturing, health care and retail.

We’ve listed 10 of its clients below.

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Implementation/Integration

Proactis’ detailed implementation process sets itself apart from the competition because its Professional Services team provides in-house implementation and integration services, including initial consultation on the client’s business objectives, solution configuration, technical integration, supplier onboarding and customer training.

There are six steps:

1. Project Startup
2. Solution Configuration
3. Systems Integration
4. Training
5. Testing
6. Go Live

The implementation process typically takes three to six months. The customer’s solution is completely configured, and clients are fully prepared to use Proactis upon completion.

Customer Service & Support

Proactis’ Customer Care team provides solution support to customers as issues arise and maintains regular contact with clients to help them achieve their goals.

In addition, users can access the online help center or contact support via email 24/7 or phone Mondays to Fridays from 8 a.m. to 8 p.m.

Pricing

Proactis provides a flat rate annual subscription fee with unlimited user access across the entire organization. This means no per-seat future license fees, no fees for suppliers and no hidden per-transaction fees.

The subscription fee is based on an organization’s size and anticipated usage, so contact Proactis directly for a custom quote.

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Shortcomings

Proactis currently doesn’t offer a supplier payment module, but it has partnerships with several payment platforms for an end-to-end solution and will continue to increase additional platforms in the future.

The vendor also doesn’t offer video training, but plans to provide it this year.

Screenshots

About

Proactis helps mid-market organizations control 100% of their spend. It works with its customers to transform their Source-to-Pay processes, and to help them save money and boost efficiency while increasing compliance and reducing risk. Proactis’ comprehensive family of tailored solutions are built around core concepts and capabilities derived from real-world experience combined with leading-edge technologies that make them “just feel natural.” Solutions are simple to use, largely self-managing and highly adaptable.

Proactis has received awards and recognition, such as the 2021 Gartner® Magic Quadrant™, the Leader in IDC MarketScapes for Sourcing and Supplier Relationship Management (2021) and Featured in Capgemini Digital Procurement Research 2020-21.

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