Requesters
Find and buy approved items in a few clicks.
Catalogue
management software
that keeps every purchase on-catalogue.
Procbay gives requesters a curated, searchable catalogue of approved items and suppliers, so standard and repeat purchases are fast, compliant, and consistent, without procurement in the loop for every request.
Built for
buyers and the teams
that govern them.
Procurement Team
Curate what can be bought, at what price, and from whom.
Master Data Admin
Keep catalogue content accurate and governed.
Finance
Ensure repeat spend stays on approved terms.
Fast, compliant buying for everything standard.
Guided buying steers demand to approved items, at pre-negotiated terms, without manual sourcing.
Faster buying for standard items
Requesters self-serve from an approved catalogue.
Compliance by design
On-catalogue purchases follow pre-approved terms and suppliers.
Less procurement workload
Repeat purchases don’t need manual sourcing every time.
Consistent pricing
Negotiated prices apply automatically.
Fewer maverick purchases
Guided buying steers demand to approved options.
Clean, current content
Governed catalogue data stays accurate and versioned.
From curated catalogue to compliant purchase, in four steps.
Build the catalogue
Curate approved items and suppliers.
Procurement defines what can be bought, from whom, and at what price.
- Item and supplier catalogues
- Negotiated pricing and terms
- Linked to item masters
AI enriched
98% match
Raw request → structured demand
Detected categoryIT · Software
Spend typeOpex · Subscription
Risk tierLow
Missing
fields0 remaining
Guide the requester
Search, select, and request.
Requesters discover approved items during intake with AI assistance.
- Searchable, filterable catalogue
- AI product recommendations
- Multi-line catalogue requests
Auto-routed to
Catalogue buy → Manager approval → Procurement queue
Policy checkPassed
Budget checkWithin
limit
ApproverFinance
owner
NextReady to source
Apply rules automatically
Right price, right supplier, right policy.
On-catalogue selections carry pre-approved pricing, terms, and routing.
- Automatic pricing and terms
- Preferred-supplier enforcement
- Policy applied at selection
Request #INT-2041
In procurement- SubmittedDay 0
- ApprovedDay 1
- Owner assignedProcurement · Alex
- Next stepSource suppliers
SLA
2 days in stage · On track
Keep it current
Governed content and access.
Controlled updates keep catalogue data accurate and role-appropriate.
- Controlled content updates
- Role-based catalogue visibility
- Version and change tracking
Free-text buying invites risk. Guided buying removes it.
Here is what changes when standard purchases run on a governed catalogue.
Procbay
Off-catalogue / Free-text Buying
Self-serve from approved catalogue
Standard purchases
Manual request each time
Pre-negotiated, applied automatically
Pricing
Re-negotiated or inconsistent
Built into catalogue selection
Compliance
Enforced after submission
Steered to approved options
Maverick spend
Common
Low for repeat items
Procurement load
High
Governed and versioned
Content accuracy
Stale
Fast and guided
Requester experience
Confusing free-text
Linked to item masters
Data linkage
Disconnected
Features built for guided buying
The mechanics that keep purchasing fast and compliant, out of the box.
Item & supplier catalogues
Curated, approved content for guided buying.
Guided requester experience
Search, filter, and select approved items.
AI product recommendations
Suggest the right items during intake.
Automatic pricing & terms
Negotiated prices apply on selection.
Preferred-supplier enforcement
Steer demand to approved suppliers.
Governed catalogue content
Controlled updates, versioning, and access.
What guided
buying delivers
25-40%
Faster requisitions for standard items
Self-serve catalogue buying removes manual steps.
5–12%
Fewer off-catalogue (maverick) purchases
Guided buying steers demand to approved options.
25–40%
Consistent, pre-negotiated pricing
Negotiated terms apply automatically.
20–30%
Lower procurement workload on repeat spend
Repeat purchases skip manual sourcing.
AI that puts the right item in front of the requester.
Catalogue-guided intake and AI product recommendations keep requests on-catalogue.
Recommends approved products and items during submission
Guides catalogue-driven buying for standard and repeat purchases
Keeps requests structured and policy-aware from the start.
Frequently asked questions
Quick answers about how Procbay structures intake, routes demand, and connects teams from request to procurement.
Catalogue management curates approved items and suppliers into a searchable catalogue, so requesters buy standard items at pre-negotiated terms without manual sourcing.
Guided buying steers requesters to approved catalogue items during intake, applying the right pricing, supplier, and policy automatically.
Yes. Procbay supports hosted and punchout catalogues so requesters can buy from approved supplier catalogues within a governed workflow.
By making the approved, on-catalogue option the fastest path to buy, guided buying steers demand away from off-catalogue purchases.
Procurement and master data admins curate items, suppliers, pricing, and terms, with controlled, versioned updates.
Yes. AI recommends the right approved items during intake, improving accuracy and keeping purchases on-catalogue.
Free-text requests need manual triage and re-negotiation. Catalogue selections carry approved pricing, suppliers, and policy automatically.
Yes. Catalogue items link to item masters, keeping data consistent across procurement workflows.
See how Procbay makes buying fast
and compliant.
Book a demo to see guided buying, AI recommendations, and governed catalogue content.