ProSpend EDGE: Stop Unplanned Budget Bleed: Why ANZ CFOs Call POs Their Gold Standard

Unplanned spend is one of the biggest causes of budget overruns. Without purchase orders (POs), teams lose control, invoices slip through, and finance ends up firefighting instead of forecasting.

In our recent ProSpend EDGE webinar, we unpacked the real risks of operating without POs, challenged the biggest myths holding teams back, and shared a clear roadmap to implement them successfully.

If you missed the live session, here’s a recap of the key insights.

Why Purchase Orders Matter

Michael Williamson (Monash College) opened with a story that hit home: a $150,000 unapproved software invoice that bypassed finance entirely.

Without POs, companies risk:

• Paying duplicate or fraudulent invoices
• Breaching policy and compliance requirements
• Damaging supplier relationships with delayed or disputed payments
• Wasting hours chasing approvals and contracts after spend occurs

Nilpa Shah-Smith (WALGA) shared that in companies without POs, 80% of invoices are maverick spend and 25% require manual intervention. The result: slower processing, more errors, and higher audit risk.

Debunking the Myths

Many mid-market businesses still resist POs because of outdated misconceptions. As Sharon Nouh (ProSpend) explained, those myths no longer hold true.

• “POs slow us down.” Modern systems let employees raise and approve POs in under a minute even from their phone.
• “They’re only for big companies.” Scalable, lightweight PO platforms like ProSpend are built for growing mid-sized teams.
• “Our ERP already does this.” ERP modules are often clunky. User-friendly PO tools drive real adoption across departments.
• “We already control spend.” POs provide proactive visibility before spend happens, not damage control after.

The ROI of Implementing POs

Michael outlined how structured purchasing delivers measurable ROI:

• Efficiency: Automation reduces manual work and invoice errors.
• Cash flow visibility: Real-time data on upcoming spend supports better forecasting.
• Supplier trust: Fewer delays, clearer expectations, stronger partnerships.
• Audit readiness: Clean trails make compliance simple.
• Strategic insight: Centralised data improves procurement decisions and pricing.

He also warned that uncontrolled spend can have ethical and reputational consequences, especially when suppliers fall outside company standards.

A Practical Rollout Framework

Sharon shared a simple, phased approach for implementation:

1. Define a PO policy (e.g. required for spend above $500).
2. Choose a system that’s intuitive, mobile-enabled, and integrates with your ERP.
3. Pilot it in one department before full rollout.
4. Communicate clear rules “no PO, no pay.”
5. Track early wins like reduced processing time and budget alignment.

The ProSpend Difference

ProSpend’s PO module was built to remove the friction that slows adoption.

• Create POs on mobile, including photo uploads for quotes or products
• Custom approval workflows by amount, project, or department
• Real-time budget visibility to prevent overspend before it happens
• Automated invoice matching to stop duplicates and fraud
• Seamless ERP integration and dedicated local support

The Cultural Shift

Successful PO adoption is as much about people as it is about process.

Michael and Nilpa agreed that empowering staff to raise their own POs creates ownership and accountability, while supplier engagement ensures compliance.

Sharon added that reframing POs as “sales order forms” instead of being the red tape. That ithelps teams see them as enablers, not barriers.

The outcome? Finance gains visibility, managers gain confidence, and the whole business operates with greater control and trust.