Tail spend software for teams without a procurement department
Easy and secure purchasing for growing companies
Instant results, full report by email. No commitment, no credit card.
Procurement software for growing companies without a procurement department, in three parts
What it is
Procurement software controls purchases before money is spent. A request is checked against a budget and an Admin or Procurement Manager approves it before the purchase order. Invoices are matched to the PO and goods receipt, then approved before syncing to QuickBooks Online. Suppliers upload them in the portal. Multi-level approvals (Business plan): coming soon.
Tail spend managementWhat it costs
Essentials: $99/user/month for teams of 1 to 10. Billed every 6 months ($594 per user) or annually ($950.40 per user, 20% off). It includes budgets and a one-step approval (Admin or Procurement Manager).
See pricingHow it fits with QuickBooks
QuickBooks Online included in all plans (US companies only). Tail Sourcing handles requests, budgets and orders before approved invoices go to QuickBooks Online.
QuickBooks integrationOne record, from budget to Payment Online
Hover or tap a step to see what happens
How it works, in 4 steps
Request.
Your team creates a purchase request. If there is no set price, you ask suppliers for quotes first.
Approve.
An Admin or Procurement Manager approves or rejects it, with the budget in view: committed vs spent. Multi-level approvals (Business plan): coming soon.
Order and receive.
The purchase order goes to the supplier through their portal. You record what arrived.
Match and sync.
The supplier sends the invoice. It is compared to the PO and the receipt, your team approves it, and only approved invoices sync to QuickBooks Online (US companies only).
Simple pricing
Essentials
$99 / user / month
Up to 10 users
1–5 users via self-serve checkout; seats 6–10 added by our team at the same price
Pay with cardBusiness
From $199 / user / month
More than 10 users
For teams with more than 10 users. We size it with you on a call.
Talk to salesStraight answers before you commit
Your data stays yours.
You can export your data as CSV whenever you want.
Security, stated plainly.
SOC 2: planned. Your data is encrypted in transit and at rest, and each customer runs in an isolated tenant.
Read the security pageSupport.
Essentials includes email support, onboarding help and documentation.
Fast time-to-value
Essentials is self-serve: you set it up yourself.
Easy integration
QuickBooks Online included in all plans (US companies only). You connect it yourself in Settings → Accounting.
US-based support
Email support, onboarding help and documentation from a US-based team.
We start where other platforms stop: tail spend
Enterprise suites focus on strategic suppliers and contracts. Tail Sourcing covers your purchasing, including one-off vendors, urgent buys and indirect categories, with control and visibility.
The problem most growing companies face
Most growing companies without a procurement department run purchasing on email, cards and spreadsheets. The tail — one-off vendors and urgent buys — is where indirect budgets silently leak.
Off-policy spend
Purchases happen outside approved channels, and finance only finds out at month-end.
Zero visibility
You can't optimize what you can't see. Tail spend hides across hundreds of vendors and dozens of cost centers.
Manual processes
Emails, spreadsheets and PDFs slow approvals.
Fragmented vendors
Hundreds of one-off suppliers, no consolidation, no leverage, no negotiated savings.
If your team still approves purchases over emails, PDFs and spreadsheets, you're already losing money — growing companies without a procurement department are exactly who we built Tail Sourcing for.
Tail spend isn't "the rest". It's the opportunity.
Big procurement suites focus on master contracts, direct categories and strategic suppliers. One-off vendors, urgent buys and indirect categories often remain in spreadsheets and email. Tail Sourcing brings these purchases into a structured workflow with control and visibility.
- Designed for hundreds of fragmented suppliers, not 20 global accounts.
- AI reads your invoices and turns them into structured records your team reviews.
- Essentials is self-serve. No seven-figure consulting bills.
What each module does
The Essentials plan in plain words. Every module works on the same record, from the first request to QuickBooks Online.
Suppliers
All your suppliers in one directory. Invite them to their portal, they complete their profile, and you evaluate them before they quote or receive orders.
RFX Center
When there is no set price, ask suppliers for quotes and compare the answers side by side. AI helps draft the request; your team publishes and awards.
Requests & approval
A Category Buyer creates the request. An Admin or Procurement Manager approves or rejects it. No approval, no purchase order.
Purchase orders & receiving
An approved request becomes a purchase order to the supplier. Record what arrived against each order.
Invoice matching → QuickBooks Online
Suppliers send invoices through their portal. Each one is compared to its PO and goods receipt, your team approves it, and then it syncs to QuickBooks Online (US companies only).
Budgets & analytics
Budgets by department or category, with committed vs spent in view before anyone approves, plus spend analytics.
AI builds the short list. Your team closes the deal.
AI-assisted discovery searches for suppliers in your category and helps your team compare their answers. Every candidate still goes through onboarding and approval before it can receive an order — and the decision stays with you.
- Auto short-list in minutes, with auditable rationale.
- Human negotiation on clean data, not on PDFs buried in email.
- Full traceability of every decision for audit and finance.
Quantify the opportunity before you talk to us
Two calculators built on procurement benchmarks for growing companies without a procurement department. Just your work email.
Practical guides for finance and procurement teams
The CFO's playbook for tail spend in 2026
A practical step-by-step sequence to organize indirect spend with clear controls.
Why negotiated savings never reach the P&L
And the governance pattern leading procurement teams use to make savings stick.
Buy vs. build a procurement system
Total cost of ownership analysis for growing companies without a procurement department considering both paths.
Hosted catalogs: how to stop buying recurring items by email
The cheapest control in procurement is a list. Here is how to build a hosted catalog that requesters actually use.
Connects with the systems you already use
QuickBooks Online included in all plans (US companies only), connected by you. Coming soon: NetSuite and SSO/SAML. You can export your data as CSV anytime.
QuickBooks OnlineQuickBooks Online included in all plans (US companies only)Custom integrations on request. Not available to switch on today.
Coming soon: not available today.
All trademarks are property of their respective owners. Logos shown only to indicate compatibility.
Frequently asked questions
Tail Sourcing isn't a chatbot or a one-off AI tool — it's a complete procurement platform. We automate the busywork across your full purchasing cycle, while you keep full financial control and your data stays securely yours.
Pick the path that fits your team
Essentials is self-serve: you set it up yourself.
Essentials is self-serve.
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