Spendvora

Features · Commit

Purchase orders

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

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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

A live order: who asked for it, where it is in the chain, what has been delivered, and what it commits you to.

From request to reconciled

Each stage is a screen your team already understands, and each one leaves a record.

  1. Raise Pick a supplier, add lines from your catalogue or type them, and code each line to a budget line or Xero account.
  2. Number Every order gets a clean sequential number using a prefix you choose, such as PO-2026-0142.
  3. Approve Approve it yourself if you have the permission, or send it up the chain your rules describe.
  4. Send Email the PDF straight to the supplier, or print it. The order is marked sent so nobody wonders.
  5. Receive Record what actually turned up, line by line. Part deliveries are normal, so the screen expects them.
  6. Match Link supplier invoices to the order, in full or in part, and record payments as they go out.

Matching

Know what is still hanging

The order list filters on invoice match, so you can see at a glance what has been ordered and never billed, what is half billed, and what is finished.

  • Awaiting invoice, part-invoiced, invoiced, complete
  • Allocate part of an invoice to one order and the rest to another
  • Paid and outstanding shown on the order itself

Amendments

Changes stay on the record

Prices move and quantities change. Amending an approved order asks for a reason and keeps the history, so the version the supplier holds is never a mystery.

  • Amendment history with who, when and why
  • Re-approval when the numbers cross a threshold
  • Rejections carry a reason back to the buyer

Standing spend on a schedule

Recurring templates

Set up rent, retainers, cleaning and subscriptions once, monthly or quarterly, and let the schedule raise the order.

Supplier records

Contact, VAT number and default payment terms travel onto the order, so nobody retypes them or gets them wrong.

Item catalogue

Save the things you buy repeatedly with supplier reference codes, pack sizes and default budget coding.

Straight to Xero

Send an approved order into Xero as a draft purchase order when you want your ledger to carry the commitment too.

Purchase order screens are hidden if the tenant runs in bill tracking mode. Switching modes never deletes existing orders.

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.

Control

Approvals

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

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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