In an ideal world, managing orders and invoices should be seamless, traceable, and intuitive; not a bottleneck buried in email threads, spreadsheets, or outdated ERP modules.

Yet for many organisations, the path from order issuance to invoice closure is fragmented across departments, systems, and approvals. This not only delays payments but also creates compliance risks, supplier frustration, and internal inefficiency.

At Scale, we asked ourselves a bold question: What if the entire order and invoice workflow could feel effortless, without losing structure, control, or audit readiness?

The Order & Invoice Process: Not Just Ideal, It’s How Scale Works

This isn’t just the ideal path; it’s exactly how Scale is designed to work. Our platform mirrors and enforces best-practice workflows that ensure speed, accuracy, and compliance at every step:

1. Order Issuance
   Triggered from approved sourcing events (Purchase Requisitions, RFQ/RFP), with clear documentation and supplier agreement.

2. Order Approval
   Reviewed internally based on budgets, thresholds, or roles before supplier confirmation.

3. Goods Receipt (GRN)
   Upon delivery, the receiving team logs the Goods Received Note (GRN), a critical step to confirm that what was ordered is what was delivered. This enables three-way matching of the Purchase Order, GRN and Supplier Invoice.

4. Invoicing Readiness
   Only after the GRN is confirmed can the invoice be submitted, ensuring compliance, accountability, and trust.

5. Payment Queue
   Verified invoices queue up for payment according to terms, prioritised by due dates or value.

6. Closure & Archiving
   Once payment is made, the order/invoice is closed, logged, and audit-ready.

Why Scale’s Workflow Just Works

1. Clarity at a Glance

The dashboard doesn’t just show data — it shows workflow intelligence:

• 🟧 Orders “To Close” – Flagging post-payment actions

• 🟩 “To Be Invoiced” – Ensuring invoices only come after GRNs

• 🟪 “To Pay” – Supporting finance teams to prioritise obligations

• ⚪ “To Approve” – Sign of a healthy, flowing process

Each bar represents an actionable stage, nothing hidden, nothing stalled.

2. Enforcing GRN & 3-Way Matching

With Scale, a supplier cannot submit an invoice unless the corresponding GRN is present.

This protects buyers from:

• Paying for goods not delivered

• Receiving duplicate or inflated invoices

• Losing audit trails for accountability

It also builds trust with suppliers who know the system is transparent and fair.

3. Smart Search & Filter for Fast Actions

With filters for:

• RFQ or tender reference

• Purchase Order

• Invoice number

• Status (e.g., To be Invoiced, To Pay, To Close)

Teams can instantly trace, act, and resolve.

4. Cross-Team Collaboration Embedded

Each order lists its participants — procurement officers, finance staff, and even suppliers. Everyone works off the same page. No silos. No chasing approvals via email.

Beyond Digitisation — It’s Intelligent Orchestration

Where most tools stop at digitising documents, Scale synchronises entire processes across sourcing, ordering, delivery, invoicing, and payment.

And we’re not stopping there.

Coming Soon: eTIMS Integration & AI-Powered 3-Way Matching

As part of our commitment to smarter compliance and automation, we’re introducing:

eTIMS Integration

Automatically sync your invoices with the Kenya Revenue Authority’s electronic Tax Invoice Management System, ensuring VAT compliance and seamless tax reporting without manual uploads.

AI-Powered Three-Way Matching

Let AI handle the heavy lifting of matching purchase orders, GRNs, and invoices, detecting mismatches, flagging exceptions, and accelerating approval cycles while maintaining total accuracy.

These features will further reduce delays, eliminate fraud risk, and empower finance and procurement teams to operate at their best.

Purpose-Built for African Procurement, Ready for Global Scale

Scale is built for organisations managing:

• Complex procurement categories

• Multi-location and multi-currency workflows

• Audit-heavy industries

• Regulatory requirements like IFRS, PPADA, and eTIMS

And with integrations to SAP, Oracle, Microsoft Dynamics, and QuickBooks, Scale plugs into your finance stack seamlessly.

Choose Scale

If you’re managing orders and invoices without GRNs or three-way matching, you’re exposed.

If you’re doing it manually, you’re falling behind.

Scale gives you a smarter, cleaner, and more compliant way to manage the entire order lifecycle — from issue to invoice to closure.

It’s not just software. It’s how modern procurement should work.