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Procure-to-pay · GST-ready

ZOPA P2P: every purchase, from request to payment, in one flow

ZOPA P2P is the procure-to-pay system ZOPA’s own buyers run on, now open to your teams. Raise a requisition, get it sourced and approved, issue a GST-ready purchase order, receive the goods, match the invoice and release payment, with every step on record.
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  • L1–L3approval levels by value
  • 72 hrssingle-use email approval links
  • 3-wayPO, GRN and invoice match

01 — The flow

How does a purchase move through ZOPA P2P?

One request travels the whole way, so nothing is retyped and nothing is lost between teams.
  1. 01Purchase requestRaised with items, project and priority
  2. 02Sourcing and RFQVendors and quotes compared
  3. 03Purchase orderTax-correct PO built from the request
  4. 04L1–L3 approvalsRouted by cost centre and value
  5. 05Vendor releasePDF and secure link sent
  6. 06Goods receiptGRN against the PO, in part or in full
  7. 073-way matchPO, GRN and invoice agree
  8. 08Invoice and paymentApproved, paid and recorded

02 — Overview

What is ZOPA P2P?

ZOPA P2P is procure to pay software that runs a purchase from requisition to payment in one connected flow: requisitions, sourcing and RFQs, purchase orders, multi-level approvals, goods receipt, invoice matching and budget control.

It is the system ZOPA’s own buyers run on, so it is built around real purchasing: GST-ready purchase orders, approvals that work from an email and a record of every step. Your teams can use it directly, with their own buyers, approvers and store officers working in one place. Pair it with ZOPA Flux for sourcing, or with ZOPA’s co-buying plans when you want a ZOPA buyer alongside.

See the modules
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03 — Modules

What can ZOPA P2P do across the purchasing cycle?

Eight modules that work as one system, so what you enter once is reused at every later step.

  • Purchase requisitions

    Capture every request in one structured, trackable form.

    • Guided forms with department, project, priority and target delivery date
    • Excel BOQ upload to add dozens of line items at once
    • Two-way clarification thread with the buyer, with attachments

  • Sourcing workbench and RFQ

    Turn requested lines into the right vendor at the right price.

    • Queue of requisition lines that still need a vendor or benchmark
    • Side-by-side quotes with lead time, warranty and payment terms
    • Match lines to master products, or promote new items to the catalog

  • Purchase orders and PDF engine

    Issue clean, tax-correct purchase orders in minutes.

    • Convert one or many requisitions, or raise a standalone PO
    • A4 PDF with signature blocks and approver timestamps
    • Payment, delivery, freight, warranty and AMC terms

  • Approval engine

    Get sign-off without chasing anyone.

    • L1 to L3 routing by cost centre, with optional amount limits
    • Zero-login approve or reject from the email
    • Return for revision with comments instead of a flat rejection

  • Goods receipt (GRN)

    Confirm what actually arrived, against the order.

    • Partial and split deliveries with a running balance
    • Delivery challans, LR copies and inspection photos attached
    • PO moves to Delivered automatically at 100% receipt

  • Invoices and 3-way match

    Pay only for what was ordered and received.

    • Invoice quantities and rates checked against the PO and GRN
    • Regular, advance and proforma invoices
    • Finance approval chain, then payment date and reference recorded

  • Budget control

    See what is committed, held and still available.

    • Annual budgets by department, project or cost centre
    • Funds frozen on submission and committed on release
    • Instant release when a request is rejected, returned or cancelled

  • Vendor hub

    Onboard and manage suppliers in one place.

    • Self-onboarding portal for KYC, bank details and documents
    • Document vault for PAN, GST certificate and cancelled cheque
    • Review and verify submissions, then promote them to live vendors

04 — Approve from your inbox

How can approvers sign off straight from their inbox?

Each approver gets an email with the full line items, financial totals and the PO PDF. One tap approves or rejects it on any phone, with no login.
  • Signed, single-use links that are valid for 72 hours
  • Approve, or reject with a reason
  • Return a document for revision with review comments instead of rejecting it outright
  • L1 to L3 routing per cost centre, with optional amount limits
  • Approval concludes automatically when the highest required level signs
The email card shows an illustrative layout only. It contains no client data.

05 — Budget control

How does ZOPA P2P stop overspending before it happens?

Every requisition and purchase order is checked against its cost centre budget. Funds are frozen the moment a document goes for review, committed when it is released and handed back the instant it is rejected, returned or cancelled.
  • Committed: funds allocated to approved and released purchase orders.
  • Encumbered: funds frozen while a request is under review, so two requests cannot claim the same money.
  • Available: the live balance you can still commit, visible before you approve anything new.
Budgets are set per fiscal year for each department, project or cost centre. A searchable ledger records every freeze, release and consume event with the user behind it.

06 — GST and documents

How does ZOPA P2P handle GST and purchase order documents?

It works out the tax for you and produces a purchase order that is ready to send, print or sign.
  • Intra-state purchases get CGST plus SGST, inter-state purchases get IGST, decided automatically from the vendor and shipping-location state
  • Line-level discounts, a tax rate per item and statutory round-off
  • A4 PDF that keeps text unclipped and pages unbroken on multi-page orders, with preparer, department head and approver signature blocks and timestamps
  • Commercial terms for payment, delivery, freight and transit insurance, warranty and post-warranty AMC
  • One-click email to the vendor with the PDF attached, plus a tokenised link so vendors can view the PO without a login

07 — Dashboards and TAT

What can you measure with ZOPA P2P dashboards?

Each organisation gets its own executive dashboard with 18 KPIs, so you can see what you spend, what you save and where purchases get stuck. The main groups:
  • Orders processed and value managedVolume and spend at a glance
  • Vendors and categories handledThe breadth of your supply base
  • Projects and locations servedWhere the spend lands
  • Savings realised and savings %Total savings and the percentage they represent
  • Category spendSpend and negotiated savings by category
  • PR net TATRequisition-to-PO time, net of clarification pauses
  • Clarification TATHow long requesters take to answer buyer queries
  • PO issue TAT and GRN lead timeHow fast orders go out and goods come in
  • Turnaround distributionRequisitions closed in 1 day, 3 days, 7 days or more
  • Delivery and vendor delay riskWhere late deliveries are likely to hurt
Fair turnaround clocks

When a buyer asks for clarification, the requisition-to-PO clock pauses. The wait is logged separately as clarification TAT, so buyers are not blamed for delays on the requester side and those delays stay visible.

08 — Roles

Who uses ZOPA P2P, and what can each role do?

Everyone works from the same record, with access limited to what their role needs.
RoleWorks inWhat they do
Organisation adminAll modules, settings and master dataManages master data, users and roles, cost centres, budgets and approval rules, and views the organisation dashboard.
RequesterRequisitions and goods receipt viewsCreates and submits requisitions, answers buyer clarifications, edits drafts and follows order progress.
Buyer or procurement officerRequisitions, purchase orders, RFQs and vendorsReviews requisitions, asks for clarification, runs RFQs, converts requisitions to POs and records partial or full delivery.
Approvers (L1, L2, L3)Approval queue and PR or PO detailsReview pending requisitions and POs and approve or reject them with a note, in the app or from an email link. Approvers cannot change line items.
Store or GRN officerGoods receipt notesVerifies goods on site, records received, accepted and rejected quantities with a reason, attaches delivery challans and inspection photos, and confirms the GRN.

09 — Control

Can ZOPA P2P run several entities and keep their data apart?

Yes. Every organisation works in its own space, and every action leaves a record.

Built for multi-entity groups

Hospital groups, schools and trusts often run several legal entities. ZOPA P2P keeps each one separate and lets authorised users move between them.

  • Separate data, masters, budgets and reports for every organisation
  • Own letterhead, GSTIN and tax profile, with default bill-to and ship-to locations
  • Independent PR and PO numbering for each organisation
  • Switch organisation in a moment with Ctrl+K or ⌘+K

Security and audit, built in

  • Role-based access, with view, create, edit and delete permissions per module
  • Each organisation sees only its own records, dashboards and reports
  • Signed, single-use approval links that expire
  • Submitted documents become read-only and keep a snapshot of item descriptions, HSN codes and rates
  • A full audit trail of every status change, edit, clarification and approval, with user and time
Colleagues in an Indian office meeting around a table to review purchase approvals
Photo: Smartworks Coworking on Unsplash

10 — P2P and ZOPA

How does ZOPA P2P fit with ZOPA Flux and ZOPA’s services?

Run P2P on its own, or pair it with sourcing and a ZOPA co-buyer.

  • Sourcing

    ZOPA Flux for RFQs

    ZOPA Flux collects and compares vendor bids from email, WhatsApp and a portal. ZOPA P2P runs the order, receipt and payment that follow. Use either one alone, or both together.

    Explore ZOPA Flux

  • Co-buying

    A ZOPA buyer beside your team

    On ZOPA Taskmate, NextAssist or AidHiveing, a ZOPA co-buyer sources, compares and negotiates for you, working in the same flow ZOPA’s own buyers use.

    Compare the plans

  • Services

    Category and vendor expertise

    Category management, vendor sourcing and management and shared procurement from ZOPA, to feed the system with better prices and vetted suppliers.

    See ZOPA services

11 — Questions answered

What do teams ask about ZOPA P2P?

01Can one organisation see another organisation’s data?

No. Every record, master and report in ZOPA P2P belongs to one organisation. Users see only their own organisation’s requisitions, orders, budgets and dashboard. Cross-organisation views are reserved for authorised ZOPA administrators.

02Can approvers approve without logging in?

Yes. Approvers receive an email with the line items, totals and the PO PDF. Signed links let them approve, or reject with a reason, from any device without signing in. Each link works once and expires after 72 hours. Approvers can also return a document to its originator with comments.

03How does ZOPA P2P handle GST?

It compares the state on the vendor address with the shipping location and applies CGST plus SGST for intra-state purchases or IGST for inter-state ones. You can set line-level discounts and a tax rate per item, and totals are rounded off automatically. Catalog items carry HSN or SAC codes and a default GST rate.

04Does ZOPA P2P support partial deliveries?

Yes. A goods receipt can be recorded in several batches against one PO, with a running view of what is still expected. Store officers record received, accepted and rejected quantities, and rejections carry a reason. Once every line is fully received and accepted, the PO moves to Delivered automatically.

05How does ZOPA P2P prevent budget overspend?

Budgets are held per fiscal year by department, project or cost centre. When a requisition or PO is submitted, the amount is frozen so it cannot be double-booked, and it becomes committed on release. The available balance is visible before anyone approves, and frozen funds return immediately if the document is rejected, returned or cancelled.

06Can I import items from Excel?

Yes. Download the Excel BOQ template, fill in your line items and upload them to create dozens of requisition lines at once, with fields mapped automatically. Product catalogs can also be imported and exported with Excel.

07How does ZOPA P2P work with ZOPA Flux?

They cover different parts of buying. ZOPA Flux is the e-sourcing and RFQ platform for collecting and comparing vendor bids across email, WhatsApp and a portal. ZOPA P2P runs the purchase around it: requisitions, purchase orders, approvals, receipt, invoices and payment. P2P also has its own sourcing workbench for logging quotes inside a purchase. Use either on its own or together.

08How do I get access to ZOPA P2P?

Request a demo with the form on this page. ZOPA will set up your organisation, users, roles and approval levels with you. If your team already has an account, sign in at p2p.zopapro.com.

12 — Request a demo

See ZOPA P2P on your own purchasing flow

Tell us how you buy today. We will walk through ZOPA P2P against your requisitions, approvals and entities, and set up access for your teams.

Request a ZOPA P2P demo

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