Summary (TL;DR): Smart Search is an AI-powered global search tool that allows users to find records across multiple Procurify modules simultaneously using natural language, record IDs, or keywords.
Smart Search is part of the Global Command Bar, a centralized navigation tool available on every page of the Procurify platform. Instead of navigating through individual modules to locate data, users can perform cross-functional searches for Orders, Purchase Orders, Bills, Payments, and Vendors from a single interface.
Key Benefits
Natural Language Processing: The system uses AI to interpret plain language (e.g., "Show me pending bills from WeWork") and automatically applies the correct filters.
Centralized Discovery: Users can find records without knowing the specific module where the data is stored.
Permission-Based Security: Search results only display records that the user is authorized to view.
How do I access Smart Search?
The Smart Search bar is pinned to the top of every page within the Procurify platform. To use the tool:
Click the search bar at the top of the interface.
Enter a record ID, keyword, or natural language phrase.
Review the grouped results in the dropdown menu.
Select a result to navigate directly to the detail page for that record.
What record types does Smart Search support?
Smart Search indexes several record types across the procurement lifecycle. The following table identifies what data is retrievable:
Record Category | Searchable Data Points |
Requests | Orders, Reimbursements (Expenses), and Travel requests. Includes item names, descriptions, and notes. |
Purchase Orders | Issued Purchase Orders, Vendor details, and line-item descriptions. |
Bills | Internal records for vendor documents. |
Payments | All outgoing payment records. |
Vendors | Vendor profiles and linked information. |
Catalog Items | Items stored within the internal company catalog. |
⚠️ Note: Spending Card requests, Contracts, and Spending Card transactions are not supported in the current release of Smart Search.
How do permissions affect my search results?
Smart Search strictly enforces organizational permissions. A user will never see a record in search results that they cannot access in the native module.
User Role | Search Scope |
Requester | Only requests (Order, Expense, Travel) created by the user. |
Approver | Requests created by the user and requests currently awaiting that user's approval. |
Finance Admin / AP | Bills, Payments, and Vendors within the user's assigned organizational scope. |
Smart Search does not display records pending approval by another user. If a request is in a different user's queue, the record will not appear in the search results.
How do I search using keywords or natural language?
Users can search using flexible queries including IDs, keywords, amounts, and dates.
1. Searching by Record ID
Users can use structured formats or simple prefixes.
Format Type | Examples |
Structured | order:(123), po:(456), bill:(789) |
Simple Prefix | order 123, po456, bill: 789 |
Dash Variant | order-123, po - 456 |
2. Natural Language Filtering
The AI interprets specific conditions like Vendor, Status, Amount, and Date.
Search Intent | Example Query |
Keyword | MacBook Pro, consulting services, Acme Corp |
Status | pending orders, paid bills, approved purchase orders |
Amount | orders over $10,000, bills under $500, POs between $1k and $5k |
Date | bills due next week, POs from last month, payments made in 2024 |
Combined | approved POs for Adobe last month, pending bills from WeWork |
💡 Tip: Account Codes and custom fields are also searchable. Entering an Account Code (e.g., 2000) into the search bar will return any record where that code is applied.
What are the limitations of Smart Search?
What are the limitations of Smart Search?
While Smart Search provides a broad view of the account, certain functions are currently unsupported:
Cross-entity lookups: Users cannot yet search for "the Bill for PO-12345."
Analytics: Smart Search returns individual records but cannot aggregate data (e.g., "total spend by department").
Contracts: Contract records are planned for a future release.
Data Latency: New records or status changes typically become searchable within 5 minutes of the update.
Frequently Asked Questions
Frequently Asked Questions
Does Smart Search replace module-level search? No. Existing search functionality within individual modules remains available. Smart Search provides an additional, faster entry point for cross-module discovery.
Why are my search results empty? If a search returns no results, simplify the query by removing specific filters or checking your permission scope. If a record is assigned to a different Department or Location than yours, it may be hidden.
How accurate is the natural language interpretation? For best results, use explicit terms. If "PRs from last month" fails, try "Orders from April 2026."
Keywords: Smart Search, Global Command Bar, Search, AI, Natural Language, Purchase Order, Bill, Payment, Vendor, Account Code