Buy it once, and only pay for what arrived
What was asked for, what was ordered, what arrived and what was billed, checked against each other before anything is paid.
Ordered, not just asked
An approved request becomes the order. Nobody buys from a message thread and reconciles it later.
Received before billed
Stock moves when the goods arrive, not when the invoice turns up days afterwards.
Three documents, one check
Ordered, received and billed compared before payment. What does not agree is shown, not absorbed.
Landed cost, not list price
Freight and duty on the bill spread across the goods, so items carry what they really cost.
Start the order from an approved request
Orders get raised from a message thread. Nobody can say who asked for it, who agreed to it, or whether it was ever needed.
An approved request becomes the order, carrying the trail of who asked and who agreed with it.
See how spend works →Turn the request into the order
The requisition your team raised becomes the order rather than being retyped, and keeps the link back to what was asked for. Requests themselves live with your people.
See how approvals work →Approve before anybody commits you
Set which purchase documents need approving and above what amount. A purchase order held for approval carries no real number and commits you to nothing.
See how approvals work →Tell the supplier exactly what you agreed
Orders go out as emails with a price agreed on the phone. When the invoice differs, there is nothing to point at.
A purchase order names the items, the quantities, the prices and where they are going. It is what everything afterwards is checked against.
See how it is received →Keep one record per supplier
Their details, their bank, their tax number and the terms you agreed. What you have ordered, received, been billed and paid, all on the one record.
See how accounting works →Let suppliers send their own bill
Send a link and your supplier fills in their own details and submits their invoice. It arrives as a record rather than a photograph somebody has to retype.
See how invoicing works →Nothing gets paid that didn’t arrive.
Move stock when the goods arrive
Goods arrive, somebody signs the delivery note, and stock is updated days later from the invoice. Meanwhile the shop sells what the system says it lacks.
Record what arrived, against what was ordered. Stock moves then, at the location it arrived at, whether the bill has come or not.
See how inventories work →Record what arrived, not what was ordered
Receive against the order and enter the quantities that actually came. A short delivery is visible as short, and the order stays open for the rest.
See how inventories work →Put it on the shelf at what it cost
Receiving moves the stock and its value at the location that took delivery. The shelf is right before the paperwork catches up.
See how inventories work →Check the bill before you owe it
The invoice arrives, somebody glances at the total and enters it. Nobody checks it against what was ordered or what actually turned up.
Ordered, received and billed are compared. Where the price or the quantity differs, you see it before the bill becomes something you owe.
See how accounting works →Compare ordered, received and billed
Three documents, one check. A price that moved or a quantity that did not arrive is shown against the line it belongs to, rather than absorbed into a total.
See how approvals work →Record what never touches stock
Rent, fuel, professional fees, repairs. Recorded against the account they belong to and the location that incurred them, paid now or owed.
See how accounting works →Hold back tax and still settle in full
Where you deduct tax before paying, the supplier is settled in full and what you held becomes something you owe the authority. It sits in its own account.
See how taxes work →What the bill carries
Enough that nobody has to open the supplier’s email to answer a question.
Pay what is due, when it is due
Suppliers are paid when they call. The ones who chase get paid early and the quiet ones get paid late, and nobody knows the real position.
What is open, what is due and what is overdue, per supplier. Pay several bills in one transfer and each one clears by what it settled.
See how reporting works →Settle several bills in one payment
One transfer covering four invoices is applied across them, and each shows what remains. Part payments clear part of a bill, not all of it.
See how invoicing works →Tell the supplier what you paid
Send a payment advice naming the bills it covers. Until the bank confirms, the money sits in a holding account rather than leaving your cash.
See how accounting works →Return it without unpicking everything
Something arrives damaged or wrong. The bill is already posted, the stock is already in, and correcting it means deleting things and hoping.
A debit note reduces what you owe and takes the stock back out. A refund records money actually returned. Nothing is deleted.
See how inventories work →Reduce what you owe, not what you posted
A debit note takes the goods back out of stock and reduces the payable. The original bill stays as it was, so the record of what happened survives.
See how accounting works →Record money that actually came back
Where a supplier refunds you rather than crediting the account, record what came back, when and how. It settles against what they owed you.
See how it is paid →Questions people ask first
Does a request have to become an order?
An approved requisition converts to a purchase order rather than being retyped, and a payment request becomes an expense or a bill. Each keeps the link back to what was asked for.
What if only half the delivery arrives?
Receive what actually arrived. The order stays open for the rest and the bill is checked against the receipt, so a line billed but never delivered is visible before you pay it.
Can freight and duty reach what the item cost?
When they are on the same bill as the goods, yes. They spread across the items by value. Freight invoiced separately by a different supplier does not attach on its own.
Do I have to receive before I can enter a bill?
You choose. Matching is configured for how your business buys, from order against bill, to order against receipt against bill, to approval alone.
Can suppliers send me their own invoice?
Yes. Send a link and they fill in their own details and submit it. It arrives as a record rather than a photograph somebody has to retype, and their account is created on your side.
What happens when I hold tax back from a supplier?
The supplier is settled in full and what you held becomes something you owe the authority, sitting in its own account as a balance you can read and remit.
Can I pay several bills in one transfer?
Yes. One payment is applied across them and each shows what remains. A part payment clears part of a bill rather than all of it.
What if goods arrive damaged after the bill is posted?
A debit note takes them back out of stock and reduces what you owe. The original bill stays as it was, so the record of what happened survives.
Can I stop somebody committing the business?
Set which purchase documents need approving and above what amount. A purchase order held for approval carries no real number and commits you to nothing.
Does buying move my stock?
Receiving does, at the location that took delivery, at what the goods landed at. The shelf is right before the paperwork catches up.
Controlled the way everything here is controlled
Buying reaches into everything you run
Order something and follow it to the bill
Raise a requisition, convert it to an order, receive part of it, then check the bill against both.