Spendvora

Features · Control

Approvals

Send spend to the right people automatically, by department and by amount, with a multi-step chain for the big numbers.

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PO-2026-0142 Print / PDF Email supplier Supplier Redwood Paper Co Department Production Status pending approval Gross total £8,420.00 Approval flow Raised by buyer Submitted 24 Jul, 09:12 2 Department approver Waiting on Production In progress 3 Owner sign-off Required over £5,000 Lines DESCRIPTION QTY RECEIVED UNIT PRICE LINE NET A4 paper · 500 sheet ream 120 120 £28.40 £3,408.00 Toner cartridge · black 40 20 £74.20 £2,968.00 Packaging film · roll 25 0 £81.76 £2,044.00 Awaiting invoice Net £8,420.00 · VAT £1,684.00 · Gross £10,104.00

Three steps, one waiting. Everyone can see whose desk it is sitting on, which is usually the whole argument.

Routing

The right person, without being asked

Spendvora builds the chain itself. It starts with the approver for the department on the order, or the requester's manager if there is no department, then adds a step for every threshold rule the amount triggers.

  • Department approvers set once in Settings
  • Manager relationships come from the user records
  • Threshold rules add steps by amount, in the order you choose

Thresholds

Small spend moves, big spend waits

Put a rule on the number rather than the person. A £200 order clears with one nod. An £8,000 order collects the manager and then the owner before it goes anywhere.

  • As many steps as you need, each with its own label
  • Rules apply to the gross total, so VAT is not a loophole
  • Buyers can still submit without ever holding the approval right

What approvers actually see

A notification, not an email hunt

Anything waiting appears in the bell and on the dashboard as "pending your approval", with a count you cannot miss.

The full picture on one screen

Supplier, lines, budget coding, who asked, which department, and the totals. Approve or reject without opening anything else.

Rejections that explain themselves

A rejection carries a reason back to the buyer, so the next version fixes the problem rather than guessing at it.

A permanent record

Step, approver, decision, timestamp and note stay on the order, and the same event lands in the activity log.

Who holds the decision

Worth saying plainly: the approval chain is a routing tool. It puts the right document in front of the right person and records what they decided. It does not judge whether the spend is sensible, whether the price is right, or whether your supplier is legitimate.

The person who clicks approve is making a commercial decision on behalf of your business, exactly as they would signing a paper order. Spendvora makes that decision visible and traceable, which is usually the bit that was missing.

Activity log All activity This month WHEN WHO ACTION ITEM 09:41 Manager po.approved PO-2026-0142 09:38 Buyer po.submitted PO-2026-0142 09:22 Buyer invoice.confirmed INV-88421 08:57 System scan.completed Batch #418 08:14 Owner budget.updated Overheads 2026 07:52 Manager po.rejected PO-2026-0139 Yest. Owner settings.updated Approval rules Every meaningful change records the named user, the time and their IP address Who can do what O Owner Everything, billing included M Manager Approves spend, runs reports B Buyer Raises orders, uploads scans V Viewer Read only, where you allow it Plus per-user visibility on records

Owners and managers can read the whole trail under Activity log, filtered by person, type or date.

The rest of the toolkit

Every part works on its own, and they are better together.

Capture

AI invoice scanning

Drop a stack of PDFs or phone photos and let AI do the typing. Supplier, dates, line items, VAT and totals come back ready for a person to check.

Commit

Purchase orders

Raise numbered orders, email them as PDFs, receive goods in parts, and match supplier invoices back against what you actually ordered.

Watch

Budgets

Yearly budgets with monthly allocations that update as orders and invoices are approved, so overruns show up mid-month.

Explain

Reports and audit trail

Straight answers about where the money went, what is still committed, and who approved it, without exporting to Excel first.

Connect

Xero integration

Push draft bills and purchase orders into Xero, and import suppliers, accounts, tax rates and tracking so the coding matches your ledger.

Try it on your own paperwork

Sixty days free, no card required. Upload a real batch of invoices and see what comes back.

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