State Purchasing & Cooperative Contracts
Efficient Payment Controls
Versatile & Effective
IT Hardware & Software — Stage payments for delivery, install, and UAT. Serial numbers and acceptance docs are captured before funds move.
Furniture & Fixtures — Room-by-room acceptance gates partial releases. Returns and backorders are tracked without losing audit integrity.
Services & Maintenance — Periodic releases align to SLAs and service reports. Non-performance holds back funds automatically.
Multi-Agency Buys — Each agency gets its own approvals and statements. Cooperative contract rules are validated before disbursement.
Frequently asked questions
How does PayKeeper verify acceptance?
You define the acceptance criteria—delivery tickets, photos, UAT results, or service confirmations. We require those artifacts before funds can move. The result is fewer payment errors and faster, cleaner audits.
Can budgets be separated by agency?
Yes, we can segregate funds, approvals, and statements per agency or department. Each unit sees only its own ledger and artifacts. Consolidated reporting is still available to central procurement and finance
What happens with backorders?
Backordered items remain on hold until delivered and accepted. Partial shipments can be partially paid when the accepted portion is verified. The system keeps the outstanding balance visible so nothing slips.
Do you support refunds/credits?
Yes—credits and adjustments are recorded against the original order and evidence. Statements reflect the net result so reconciliation is simple. This prevents mismatches in the general ledger.
How do we export for audit?
One-click exports package approvals, evidence, and transaction logs by order or time window. You can filter by vendor, agency, or contract. Reviewers get precisely what they need without digging.