Real-time cost control across the whole project.
One connected system from purchase planning to invoice matching. Every approved PO becomes a committed cost against your project budget the moment it's approved — no waiting for month-end, no reconciliation gymnastics.
No credit card · Live on your first project in just minutes.
The full procure-to-pay flow, integrated with your accounting.
CostTracker handles Plan → Purchase → Approve → Commit → Deliver → Invoice → Match → Sync. Your accounting system handles the actual payment.
Turn a plan or BOM into scheduled commitments.
Optional module. Upload your bill of materials or purchase plan and CostTracker suggests order dates based on supplier lead time. See budget and cash flow impact before anyone raises a PO.
- Upload BOM or purchase plan from Excel
- Suggested order dates from supplier lead times
- Real-time budget estimates before commitment
- See cash flow effect of the whole plan
Raise professional POs in 60 seconds.
Templates with your logo, terms & conditions built in. Raise POs with just a few clicks, assign to project and budget line, paste from catalogue. No misunderstandings, no chasing.
- Easy-to-use PO form with your logo & T&Cs
- Catalogue management & paste-from-list
- Multi-currency
- Purchase requisitions for pre-PO stages
Approve from anywhere. Any device. Any workflow.
Single or multi-step approval flows. Rules by amount, by project, by approval limits. Approve directly from any device, any location.
- Flexible workflows: single or multi-step
- Rules by amount, project and approval limits
- Approve from any device
- Notifications built in
Commitments land on the budget the moment they're approved.
No waiting for month-end. No reconciliation lag. Every approved PO becomes a live committed cost against the project budget — visible to project managers, finance and executives on the same screen.
- Real-time budget tracking on approval, not on invoice
- Drill-down from project → cost line → PO
- Budget control settings by role
- Full audit trail on every change
Track what actually arrives, with the detail you need.
Confirm deliveries against POs. Partial or full, pass or fail. Attach delivery notes. Never pay for what wasn't delivered — the foundation for real three-way matching.
- Manage partial or full deliveries
- Pass/fail for line items
- Attach delivery notes & photos
- Delivery report per PO or project
Cash flow forecast from real commitments — not guesses.
Every approved PO carries an expected payment date. CostTracker builds your cash outflow forecast from what's actually committed. Weeks-ahead visibility on cash pressure — plenty of time to arrange financing or reprioritise work.
- Detailed cash flow report per project or company-wide
- Built from real approved commitments
- Warning callouts when cash pressure builds
- Full export for board reporting
Invoice in, matched, posted for payment.
The most common way teams use CostTracker: invoice arrives, matches against PO and delivery, transfers to your accounting system for payment. Or use CostTracker on its own — match invoices without an accounting connection. Either way, the audit trail stays in CostTracker.
- Receive via email or upload
- Match & process — AI-OCR reads and matches
- Transfer to accounting for payment
- Standalone mode also supported
Standard reports built on real project data.
Budget reports with drill-down. Filterable archive. Detailed line-item reporting. Delivery reports. All exportable. Powered by the same real-time data that drives the rest of the product — no separate reporting model to reconcile.
- Budget report with drill-down to source PO
- Customizable archive with filter options
- Detailed line-item reporting per project
- Full export to Excel, CSV or accounting
Skip the data entry — the AI reads and matches for you.
Built-in AI reads incoming invoices — supplier, amount, line items — and pre-matches against the right PO with a confidence score. Routine invoices move fast; anything unusual waits for you to check.
- Reads incoming invoices automatically
- Pre-matches against the right PO with a confidence score
- Improves over time — you stay in control of the final call
- Works with PDFs, scanned documents, structured e-invoices
Works with your accounting system— always in sync.
CostTracker handles purchasing and cost control. Your accounting handles the payments. Three data flows keep both sides in sync — no double entry, no reconciliation lag.
- Masterdata in — suppliers, G/L codes and tax codes sync from your accounting
- Approved invoices out — matched invoices post to your accounting, ready for payment
- Payment status back — CostTracker knows what's been paid
Other features our users love
Role-based user access
Internal & External attachments
Budget control settings
Two-factor authentication
Audit trail
Catalogue Management
Email and upload supplier invoices
Multi-company
Purchase order template
Copy-paste in PO form
Invoice approval
Multi-currency
Purchase requisitions
Integrated Exchange rate conversion
Invoice matching to purchase orders
SSL certificates
Revision management
Drill-down functionality budget
Single sign-on
Supplier management
Simplify and professionalize your procurement process today
14-day trial. Import a real project. See your first committed cost by end of afternoon.