Spendvora

How it works

Spendvora is not a dashboard you visit once a month. It is the loop your team runs every time money is about to leave the business.

Start your 60-day free trial Browse the features
One loop, every time money leaves the building Each step leaves a record, so you can always see who did what and when. 1 Upload A batch of PDFs or photos 2 Extract AI reads lines, supplier, VAT 3 Review A person checks it 4 Approve Your rules decide who signs 5 Order or pay Raise, receive, record 6 Watch budget Committed and spent, live Push a draft bill or purchase order into Xero at the end, or keep it all in Spendvora.

One order, start to finish

The same loop most weeks. Roles, not names, because the rules decide who does what.

Step 1

The whole pile goes in at once

A morning's supplier paperwork, some of it photographed on a phone at a trade counter, is dragged into Upload scans as one batch. Whoever uploaded it gets on with something else while the queue reads it.

Step 2

The batch comes back, including the failures

Most documents come back clean. One is flagged because the totals do not add up, one fails because the scan caught half a page. Both are visible rather than silently dropped, so nothing goes missing.

Step 3

A person checks it against the original

Review puts the document next to the extracted fields. Supplier, dates and totals get a glance, a budget code the AI guessed at gets corrected, and the order is confirmed and sent for approval.

Step 4

It routes itself to the right desk

The request lands with the approver for that department. Because the amount crosses a threshold you set, the chain adds a second signature on its own rather than waiting for someone to notice.

Step 5

Approved, sent, and committed the same morning

The PDF is emailed to the supplier and the order is marked sent. The full amount is committed against the budget line straight away, rather than months later when the invoice turns up.

Step 6

Deliveries and the invoice catch up

Received quantities are recorded as the goods arrive, in parts if that is how they come. The supplier invoice is matched back to the order, part-invoiced then complete, and a draft bill goes into Xero for the accountant.

Spendvora Dashboard Suppliers Items Purchase orders Invoices Budgets Reports Activity log Settings Your company Trial · 47d Dashboard Upload scans Spend this month £42,180 Approved and open POs Pending approval 3 Waiting on you Open purchase orders 12 Awaiting invoice AI scans this month 96 of 250 included Budget Overheads (2026) View budget This month £42,180 of £68,000 · Left £25,820 Year to date £268,940 of £544,000 · 49% Recent purchase orders PO NUMBER SUPPLIER DATE STATUS TOTAL PO-2026-0142 Northwind Hosting 24 Jul 2026 approved £1,248.60 PO-2026-0141 Redwood Paper Co 23 Jul 2026 pending approval £8,420.00 PO-2026-0140 Beacon Email 22 Jul 2026 sent £312.00

The dashboard keeps score the whole way through, without anyone updating a spreadsheet.

Who does what

Four roles out of the box, and per-user control over whose records someone can see.

Owner

Runs the account. Budgets, users, settings, billing, the Xero connection and the activity log, plus everything the other roles can do.

Manager

Approves spend, receives goods, runs reports and reads the audit trail. Cannot change settings or budgets.

Buyer

Raises orders, uploads scans, receives deliveries. Cannot approve their own spend, which is rather the point.

Viewer

Read only. Useful for an accountant or a director who wants to look without touching anything.

Getting started takes an afternoon, not a project

  1. 1 · Sign up Sixty days free, no card. You are in the app with your own tenant in a couple of minutes.
  2. 2 · Choose your mode Full procurement if buyers raise orders, bill tracking if you work from supplier invoices.
  3. 3 · Add your people Invite the team, set roles, name the department approvers and add any amount thresholds.
  4. 4 · Bring your budget Import last year's spreadsheet, or type the lines in. Group them the way your board pack does.
  5. 5 · Connect Xero Optional, but it saves coding work. Import suppliers, accounts and tax rates in one go.
  6. 6 · Upload real paperwork Do not test with one invoice. Throw a genuine week at it and judge it on that.

Where to look next

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.

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.

Start with your own invoices

The trial is the real product with a real tenant. Sixty days, no card, and you can export or close it whenever you like.

Start free trial