Basware vs GEP

Requirement evaluated: SSO via Okta (our identity provider)

For a technology company already running Okta as its identity provider, Basware supports federated single sign-on through its identity layer called Basware Access. When a user navigates to Basware P2P, the system redirects the browser to Basware Access, which detects whether the user is already authenticated; if not, it forwards the authentication request to your corporate IdP via a preconfigured SAML 2.0 trust relationship. Okta acts as the SAML 2.0 IdP, and Basware acts as the service provider, meaning your Okta credentials and MFA policies govern access and no separate Basware password is required for desktop use. Basware also has a published listing in the Okta Integration Network (OIN) …

Limitations: Basware supports only SP-initiated SSO flows; IdP-initiated login (launching Basware directly from the Okta dashboard tile) is explicitly not supported, which may affect user experience for employees who rely on the Okta app launcher as their starting point. …

Requirement evaluated: SSO via Okta (our identity provider)

For a 450-person technology company standardized on Okta, the core question is whether GEP SMART can federate authentication to Okta as the external IdP via SAML 2.0 or OIDC, eliminating separate GEP credentials. GEP SMART runs on Microsoft Azure and serves Fortune 500 enterprises, and GEP's own internal DevOps tooling references an 'SSO Self Service' module, confirming some SSO infrastructure exists within the platform. However, searches of GEP's public help center, product documentation, and the Okta Integration Network (OIN) …

Limitations: No publicly available GEP help article, security documentation, or OIN listing was found to confirm Okta-specific SSO support, SAML 2.0 federation steps, or SCIM-based user deprovisioning for this buyer's Okta environment. …

Requirement evaluated: PO status tracking: from approved through acknowledged, received, invoiced, and closed

For a $250M technology company moving off manual email-and-Slack approvals, Basware covers the full PO lifecycle across three integrated layers. In the Basware Procurement (P2P) module, a requisition moves through approval and becomes a PO that is sent electronically to the supplier; the developer API confirms that 'it allows users to approve the purchase requisition, sends created order(s) …

Limitations: The supplier acknowledgment flow requires suppliers to be onboarded to Basware Network and the Invoice Key-In and PO Flip service; suppliers who do not adopt the portal will not generate a structured 'Accepted' status, leaving the acknowledged stage as a manual or email-based signal for that subset. …

Requirement evaluated: PO status tracking: from approved through acknowledged, received, invoiced, and closed

Your ops team, which today manually creates POs in NetSuite with no downstream visibility, would be replaced by GEP SMART's Procure-to-Pay module, which tracks every PO across a defined lifecycle of discrete status stages. <cite index="11-1,11-2,11-3">GEP SMART provides complete visibility into all procure-to-pay processes, including real-time PO status; buyers can track each step including submission, approval, PO creation, supplier submission, acknowledgement, ASN, and invoice, and receipts can be created manually or flipped from orders or invoices.</cite> The acknowledgement stage is system-enforced, not a manual field: <cite index="2-5,2-6">prior to submitting a service confirmation, the …

Limitations: <cite index="28-17">Integration with NetSuite to extract invoice and payment information and deliver notifications requires configuration at implementation.</cite> GEP SMART's native coverage spans through invoice matching; final payment execution typically posts back to NetSuite as your system of record, so payment co …

Requirement evaluated: Supplier performance scorecards: on-time delivery rate, quality issues, invoice accuracy, responsiveness

For a $250M technology company consolidating from zero procurement structure, Basware's supplier performance analytics operate primarily through two layers. First, the Supplier Quality Analytics dashboard, launched within the Basware S2P platform, consolidates historical transaction data across all suppliers and monitors lead time measures, order fulfilment measures, and delivery quality measures to identify exceptions by supplier and process bottlenecks; these map to the buyer's on-time delivery and quality issues requirements. Second, the Basware Insights analytics module (available in Essentials and Pro tiers) …

Limitations: The buyer requires all four scorecard dimensions: on-time delivery, quality issues, invoice accuracy, and responsiveness. Basware's documented mechanism covers the first two through its Supplier Quality Analytics dashboard, but there is no documented supplier scorecard that aggregates responsiveness (PO acknowledgment, …

Requirement evaluated: Supplier performance scorecards: on-time delivery rate, quality issues, invoice accuracy, responsiveness

For a $250M technology company consolidating 800+ vendors and eliminating maverick spend, GEP SMART's dedicated Supplier Performance Management module delivers exactly the four KPI dimensions the buyer named. Procurement teams build configurable scorecards that capture on-time delivery rate (percentage of orders delivered by the agreed date), quality issues (defect rates and first-pass yield), invoice accuracy (invoices matched against POs and goods receipts), and responsiveness (communication effectiveness and problem resolution time); each KPI is assigned a stakeholder-agreed weight expressed as a percentage of a total score. …

Limitations: The product pages document the scorecard and KPI framework mechanism clearly, but the depth of automated data ingestion for quality-issue tracking (e.g., whether goods-receipt defect data flows automatically from NetSuite without manual entry) …

Requirement evaluated: Segregation of duties enforcement: requester ≠ approver ≠ receiver ≠ payment processor

For a $250M technology company currently running procurement through email and Slack approvals, Basware P2P (now branded AP Automation and Procurement) enforces segregation of duties through a combination of role-based permissions, configurable approval workflows, and a full audit trail. The system controls what each user can do based on assigned permissions: for example, a user with only the 'Approve Requests' permission cannot also create requisitions as a requester, and the system presents only the menu items a user is authorized to access at login. …

Limitations: Basware's native scope covers the requisitioner, approver, and invoice approval steps well; the 'payment processor' role sits in NetSuite, so the buyer must ensure role separation at the payment release step is enforced inside NetSuite, not within Basware itself. …

Requirement evaluated: Segregation of duties enforcement: requester ≠ approver ≠ receiver ≠ payment processor

For a technology company moving from ad-hoc email approvals with no system enforcement, GEP SMART addresses the four-role separation requirement through its role-based access control layer embedded in the procure-to-pay module. <cite index="23-33,23-34">GEP SMART gives administrators granular control over rights and permissions for every user, allowing them to permit or restrict users from preparing or approving purchase requests, and the requisition approval hierarchy can be custom-configured to match the organization's structure.</cite> <cite index="1-12,1-13">GEP's own documentation states that the ability to both approve a payment and initiate the underlying transaction is a control fail …

Limitations: <cite index="2-1,2-2">When an approver does not respond within a stipulated time frame, the requester can resubmit the requisition after selecting a different approver,</cite> which means the delegation path relies on the requester choosing a new approver rather than an automatic system-enforced re-routing to a pre-qua …

Requirement evaluated: Our specific rules: under $1,000 auto-approved against budget, $1,000-$10K department head, $10K-$50K VP, $50K-$100K VP + Finance, over $100K VP + Finance + CFO

For a $250M technology company moving from ad-hoc Slack/email approvals to a structured five-tier spend policy, Basware's procurement workflow engine (Basware P2P / e-Procurement module) delivers the mechanism through configurable 'Workflow Steps' and 'Processing Limits.' Administrators define multi-step approval chains for purchase requisitions and purchase orders, and each workflow step carries a 'Processing Limit' setting that controls the monetary threshold at which a processor's authority is reviewed before the step is considered approved. …

Limitations: The specific dollar-band thresholds (e.g., the $1K auto-approve floor) must be configured during implementation by Basware's professional services team or a trained administrator; self-service threshold editing is not documented as a point-and-click UI feature, which could mean change requests go through a formal chang …

Requirement evaluated: Complete audit trail meeting SOX-adjacent control requirements for our IPO preparation

For a $250M technology company replacing email-and-Slack approvals with a defensible IPO-ready controls environment, GEP SMART and GEP Quantum Intelligence deliver audit trail coverage across the full procure-to-pay lifecycle. The platform explicitly runs compliance-critical operations — financial transactions, three-way matching, and regulatory reporting — as deterministic, auditable workflows aligned to SOX and FCPA requirements, meaning every requisition, approval, and payment follows a fixed, recorded path rather than an AI-driven variable one. …

Limitations: GEP's publicly available documentation does not explicitly confirm a specific multi-year log retention period (SOX-adjacent compliance typically requires seven years of records), so the buyer should verify retention policy and exportable audit report formats (PDF, CSV, structured data with chain-of-custody integrity) …

Requirement evaluated: Savings tracking: show negotiated savings vs. list price, contract compliance rate, and consolidation opportunities

Your company's challenge of 35% maverick spend and 800+ active vendors maps partially onto what Basware's Analytics module and e-Procurement platform deliver. Basware Analytics, available as a packaged add-on to the P2P suite, provides standard dashboards and KPIs that surface maverick spending by category, supplier, and department, and explicitly supports efforts to 'consolidate spending and right-size your supply base.' At the point of purchase, the Basware Marketplace enforces negotiated catalog pricing and guides buyers to preferred suppliers, which captures compliance in real time rather than reporting it retrospectively. …

Limitations: The three specific metrics the buyer named: negotiated savings vs. list price (requires a stored list-price reference and a savings computation engine), contract compliance rate as a percentage KPI, and algorithmically surfaced consolidation opportunities, are not all documented as native Basware mechanisms; deeper con …

Requirement evaluated: Budget hierarchy: company → division → department → project → GL code

For a $250M technology company coming from no procurement system, GEP SMART does deliver real-time budget controls embedded in the procure-to-pay workflow. Requisition entries capture cost center and GL code as standard fields, and GEP's Quantum Intelligence P2P platform describes 'real-time budget checks and policy enforcement embedded in every transaction,' with AI validating each requisition 'against the controls your organization has already set, such as rules for budgets, purchasing rules, ESG, and other contractual boundaries.' GEP also documents a 'budget-to-pay' model where 'every purchase request is then tracked against the fixed budget for that control tower,' and 'if the control t …

Limitations: The specific buyer requirement of a cascading 5-level hierarchy (company → division → department → project → GL code) with parent-child rollup enforcement is not confirmed in GEP's public product documentation; the documented 'control tower' model may operate as independent budget pools per org unit rather than a fully …

Requirement evaluated: Automated three-way matching: PO to receipt to invoice with configurable tolerance (2% price, 5% quantity)

For a $250M technology company moving off email/Slack approvals, Basware AP Automation provides genuine three-way matching across all three documents. <cite index="10-9">Purchase orders can be imported for 2-way matching without receipts and for 3-way matching with goods receipts.</cite> The goods receipt leg is ingested via Basware's XML or REST API, which carries row-level quantity, net price, and net sum for each GR line, <cite index="4-1,4-2">and the 'Matching against goods receipts' option configures whether the Order Matching function includes matching against goods receipts; when enabled, the Order Matching function matches purchase invoices to the receipt row of the order.</cite> Tol …

Limitations: The current-platform (Alusta/Neo) tolerance configuration documented in Purchase Invoice Settings applies a single total-level percentage or monetary threshold comparing invoice total to order-row total; independent price-axis (2%) and quantity-axis (5%) …

Requirement evaluated: Simple receipt confirmation workflow: designated receiver confirms delivery with quantity, condition, and date

For your technology company's ops and warehouse staff spread across four US offices and a Canada development center, GEP SMART and GEP Quantum Intelligence provide a formal Goods Receipt (GR) workflow as the buyer-side confirmation step in their P2P module. When a delivery arrives, the designated receiver logs the GRN (Goods Received Note) in the platform, capturing quantity received, condition of goods, date of receipt, and any discrepancies against the open PO lines. …

Limitations: GEP's public product documentation describes the Receiving Agent and GRN workflow at a feature level but does not publish granular UI specs for each field (e.g., a dedicated condition dropdown vs. …