Questions and answers

No. It is a spend control tool that sits in front of your accounts system. It captures supplier documents, routes approvals, tracks orders and watches budgets. It does not keep your books, reconcile your bank, post journals or file your VAT. When you are ready, it pushes drafts into Xero for your accountant to review.

No. Owners choose the workflow mode in Settings. Full procurement puts purchase orders at the centre, with receiving and invoice matching. Bill tracking hides all of that and focuses on capturing and approving supplier invoices. You can switch later, and switching does not delete anything you already have.

For most teams it replaces a shared inbox, a spreadsheet of orders, a second spreadsheet of budget lines, and a lot of asking "did anyone approve this?" It does not replace your accounting software, and it is not trying to.

Please do. The trial is the full product in your own tenant, so upload a genuine week of invoices rather than one tidy example. That is the only honest way to judge the extraction quality.

You catch it on the review screen, because that is what the review screen is for. Every scanned document arrives as a draft with the original file beside it, low-confidence fields flagged and a warning if the totals do not add up. Nothing is approved, ordered or paid until a person confirms it.

We are deliberately clear about this in the terms of use: extracted data comes with no warranty of accuracy, and the check before approval is your responsibility.

You are. Spendvora records payments you tell it about, it never moves money, and it cannot know that your bank released a second one. The tools that help are invoice matching against the original order and the paid and outstanding figures on each order, but the payment decision is always yours.

To the OpenAI API, which processes it in the United States and returns the extracted fields. OpenAI states that data submitted through its API is not used to train its models. The detail is in the privacy policy and the sub-processors list.

Yes, and some customers prefer to. Add it in Settings and scans run under your own agreement with OpenAI, billed to you directly, outside our platform fair-use cap. Your key is encrypted before it is stored.

Then do not upload documents for scanning. You can create invoices and purchase orders by hand and use everything else, including approvals, budgets, reports and Xero.

60 days, no card, provisioned instantly. You get your own tenant and you are signed in as the owner within a couple of minutes. During the trial you can run up to 50 AI scans per calendar month, with a platform token cost cap on top.

You choose a plan in the billing area, monthly by Stripe subscription or yearly as a one-off payment. Until you pay, access is limited to the billing pages so you can subscribe. Nothing is deleted while you decide.

Every scan costs us money at the AI provider, so each plan carries a monthly token cost cap, roughly 75% of the plan fee. Reach it and platform-key scanning pauses until the next calendar month, or continues immediately if you add your own OpenAI key. The current numbers are in section 7 of the terms.

Yes. Cancel a monthly subscription and it runs to the end of the period you have paid for. Yearly access runs to the end of its twelve months. Fees already paid are not refundable except where the law requires it.

No. Every customer sits in a separate tenant and application queries are scoped to it. There is no screen where another customer's records can appear. The security page sets out how that and the rest of it is enforced.

You decide. There are four roles out of the box, owner, manager, buyer and viewer, plus per-user control over whose invoices, orders, budgets and reports someone can see. Every meaningful change is written to the activity log.

Ask us within 30 days of closing the account and we will help you get a copy. After that we delete or anonymise it, apart from billing records we have to keep for tax purposes. Retention periods are listed in the privacy policy.

Not today, and we are not going to imply otherwise. We are a small British company that will answer specific security questions honestly and fill in your questionnaire. See the security page for what we actually do.

Not on the standard terms. We work hard to keep the service up and we tell you when it is not, but we do not sell an uptime promise we cannot back. If you need one, talk to us about it.

An afternoon for most teams. Add your people, name the department approvers, set any amount thresholds, import last year's budget spreadsheet and connect Xero. The how it works page walks through the order.

No, and you cannot import bills or orders from Xero today, which is deliberate. Spendvora captures documents going forward while your history stays where it already is.

Everything works without it. You code lines to your own budget lines instead of a chart of accounts, and purchase orders still print and email as PDFs. Xero is the only accounting integration at the moment.

Email us. You will get a reply from someone who has read the code rather than a ticket queue. Try the contact page.