Invoices and Payments

You can see the money before the invoice lands.

Approved spend by school, by budget and by band, updated as decisions are made rather than when the paperwork catches up. Every invoice is matched to the order it belongs to, and nobody pays one until the right people have said so.

One Invoice, Start to Finish

Two confirmations before any money moves.

The person who ordered it and the person who authorised the spend both check an invoice, and finance can see both before they release it.

1
Invoice Added
Finance
Added against the purchase order it quotes, with the supplier's own document attached.
2
Goods Confirmed
Requester
The person who ordered it confirms the amount, and that the goods arrived.
3
Approved Against the Budget
Budget Holder
Whoever authorised the spend approves the invoice against their budget.
4
Released and Paid
Finance
Finance release it for payment, then record the payment and its reference.

If an invoice differs from the approved total, everyone along the way is shown by how much.

Finance see the whole story before they pay

Who confirmed the delivery, who approved it against the budget, and anything that does not add up, all on the page where the payment is released.

INV-2026-0005 · part delivery · order number corrected

An invoice ready to approve for payment: Joanne Pike confirmed the goods arrived and Adaeze Nwosu approved it against the Humanities budget. It is £420 under the approved total, and it quotes a purchase order number that has since been corrected.

A corrected order number is never lost

When a purchase order number is corrected, any invoice still quoting the old one is flagged rather than quietly paid.

Two invoices from Kestrel Books flagged because they quote PO-2026-0011, while the requisition now carries PO-2026-0011B.

PO corrected · 2 invoices flagged

Expense claims, through the same rules

Staff claim back what they have already spent, with the receipt attached. A claim without a receipt says so, and the approver has to acknowledge it before approving.

An expense claim of £41.94 waiting for a budget holder's decision. It has no receipt, so the approver must confirm the budget covers it and acknowledge that there is no receipt before they can approve.

EXP-2026-0002 · no receipt · two confirmations

Also Included

The rest of the paperwork, in the same place.

One Supplier Register

Search it as you order, approve new suppliers, merge duplicates and see spend by supplier.

Purchase Orders Your Way

Numbered by Requestable, or carrying the number from your finance system, and produced as a document to send.

Exports for Your Records

Exports to Excel, CSV and PDF, including the purchase orders themselves.

See It with Your Own Numbers

A demonstration is far more useful with your own schools, budgets and approval limits in front of you than with somebody else's. Send us an email, and we will set that up and walk you through it at a time that suits you.

Book a Demo

Or just ask us a question at [email protected]. There is no sales team to get past.