One Unified Platform for spend management and proactive control

Expense Manager

AP Manager

Spend Control

Education

Spend Management for Education Providers 

Spend Management for ANZ Schools, Universities and RTOs

Schools, universities and training providers manage complex budgets across campuses, departments and funding sources with strict compliance and audit requirements.

Book a demo Download the Education Spend Control Checklist
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Trusted by Education Providers Across ANZ 

Over 300K

Active users on ProSpend

$147 M

Expense spend tracked per month

Nearly $9B

Total invoice spend processed

29K

Cards managed on platform

Solving the Real Problems in Education Finance

When funding rules are strict and staff are spread across campuses, manual finance processes are not just inefficient. They create risk.

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Shared cards
When cards are shared across staff, there is no clear ownership of spend. Reconciling who bought what, and why, takes time and creates extra follow-up for finance. 

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Weak budget controls
Without centralised budget tracking, budget owners often only see spend after it reaches the ledger. By then, overspend is harder to prevent. 

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Manual reconciliation and paperwork
Finance teams rely on spreadsheets, paper forms and manual data entry for expenses and card reconciliation. Hours are lost chasing receipts and correcting coding. 

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Compliance and audit pressure
Missing receipts, ad-hoc approvals and scattered documentation make audits stressful and time-consuming. 

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Delayed approvals across campuses
Teachers, lecturers and administrators often have limited availability, slowing approvals and delaying purchases. 

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Multi-campus and funding complexity
Expenses must be coded correctly by campus, department, program or grant. Errors can create reporting issues and funding risk. 

Spend Controls That Actually Work for Education

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Mobile-first expense capture

Teachers and staff can snap receipts, code expenses and submit claims from anywhere using mobile tools.

Controlled corporate and virtual cards

Issue cards for departments, programs or events with limits, merchant rules and expiry dates.

Fast, policy-driven approvals

Requests route automatically to the right approver based on department or hierarchy, ensuring spend is reviewed by the appropriate authority.

Automated accounts payable

Invoices are captured, coded and approved digitally, then synced to your finance system without re-keying.

Real-time budget visibility

Track spend by campus, department, project or grant in real time so managers know what has been spent and what remains.

Grant and project-ready coding

Transactions can be coded to department, course, program or grant to support funding oversight and reporting.

Seamless ERP and accounting sync

Approved expenses and invoices sync into systems such as Xero, MYOB, Synergetic, Pronto and others.

Strong security and access controls

Role-based permissions and audit logs protect sensitive finance data.

Fraud and error prevention

Duplicate checks and policy rules help prevent incorrect or out-of-policy spend.

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Friends School Case Study

Why Friends School Chose ProSpend

Friends’ School needed stronger visibility and control over staff spend across departments, with faster reconciliation and a clear audit trail for every transaction

Read the full Friends’ School story

30 mins

30+ minutes

Average time to process a single invoice manually

1 in 3

1 in 3 providers

Experience regular budget overruns due to lack of upfront spend control

percentage

60% of organisations

Still rely on shared corporate cards or petty cash

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25+ days

Typical wait time for staff reimbursements under manual processes

FAQs

How does ProSpend support audit and grant compliance?

ProSpend enforces receipt capture, coding and approval rules for every transaction. All approvals and changes are logged, creating a complete audit trail that can be exported for audits or grant reporting. 

Can ProSpend track spending by campus, department or grant?

 Yes. Transactions can be coded to campus, department, program, course or grant so finance teams maintain clear oversight of funding allocations. 

Does ProSpend integrate with education finance systems?

 Yes. ProSpend integrates with systems used by education providers across ANZ, including MYOB, Xero, Synergetic, Pronto and others.

Can ProSpend manage expenses, cards and accounts payable together?

 Yes. Expenses, cards, budgets and accounts payable operate in one platform, so finance teams have a single source of truth. 

Is it easy for teachers and non-finance staff to use?

 Yes. Staff can submit expenses and capture receipts on mobile devices without needing finance training. 

How does ProSpend help with FBT reporting?

 FBT classifications can be applied during submission and exported into reports so finance teams can prepare FBT calculations more efficiently. 

How long does implementation take?

 Most education providers go live within 4 to 6 weeks, depending on the scope and modules. 

Can ProSpend support multi-campus institutions?

 Yes. Coding structures support campuses, departments, grants and programs while maintaining consolidated reporting for finance teams. 

How secure is our data?

 Role-based access controls and full audit history ensure financial data remains protected and traceable. 

Ready to Strengthen Spend Control Across Your Institution?

ProSpend gives education finance teams the controls, visibility and audit-ready evidence they need across expenses, cards, budgets and accounts payable in one platform.

Book a 20-Minute Demo
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