Jasbe Petroleum – How a 56-Site Network Took Control of 100,000+ Invoices with ProSpend

Summary

Jasbe Petroleum processes more than 100,000 supplier invoices annually across 56 service stations. Early-shift store managers and later-shift head office approvers created timing gaps that delayed payments and increased operational risk. ProSpend brought structure, real-time visibility and automated policy enforcement to Jasbe’s entire spend workflow.

About Jasbe Petroleum

A high-volume, 24/7 fuel retail business, Jasbe relies on fast, reliable approvals to keep stores stocked, compliant and operational.

The Challenge

Before ProSpend, invoice approvals were inconsistent and difficult to track. Everything moved through inboxes. Critical payments stalled because approvers couldn’t reach store managers after they finished their early shifts.

As Financial Controller Steven Ho explains:

“The service station retail industry is a 24/7 fast-paced business. All payments have to be approved on a very timely basis. Our site managers work between 5am and 2pm. Head office approves payment after 2pm. Without an online process, you can’t get hold of managers — they’ve already left.”

Manual processes created further risks. Sensitive documents were misrouted at times, approval limits weren’t always clear, and finance often had to step in to “police” spend — straining relationships.

The Solution

Jasbe implemented ProSpend’s AP Automation and Expense Manager modules to unify approvals, enforce policy automatically and restore visibility.

With ProSpend:

• Invoices follow a guided, automated workflow aligned to Jasbe’s Delegation of Authority.
• Supplier onboarding rules block unauthorised vendors before payments occur.
• Approval limits — including thresholds up to $1M — are embedded directly into the system.
• Every transaction is checked against real-time budgets.
• All approvals and actions form a complete audit trail.

Steven emphasises how centralised control became possible:

“We use ProSpend a lot for the approval process… setting approval limits for every store manager, every area manager and head office level. That can only be enforced effectively through an automated system.”

The Impact:

With ProSpend, approvals now move quickly and consistently, aligned with the pace of the business.

• Urgent invoices clear within hours instead of days.
• The finance team gained the equivalent of an extra full-time staff member in efficiency.
• Audits became faster and easier thanks to complete digital trails.
  Managers gained clarity on what they can approve — and where escalation is needed.
• Cross-department friction dropped significantly.

Steven highlights the shift:

“It gives clarity in terms of what you can and can’t do. It also takes away unwanted arguments because the finance team don’t make the rules — they just implement them.”

He also notes the confidence ProSpend gives approvers:

“When you are in doubt with a payment, you click on that supplier and see the invoices presented for payment. You have the whole history trail there.”

Conclusion

With ProSpend, Jasbe Petroleum replaced scattered, reactive processes with a unified workflow that delivers speed, compliance and confidence. Spend is controlled earlier, decisions are clearer, and sites get the support they need without delay.

Want same-day approvals without the inbox chase? Talk to a ProSpend specialist today.