One Unified Platform for spend management and proactive control

Expense Manager

AP Manager

  • AP Invoice Automation

    Hyper automated AP processing with OCR & AI and backed by fraud control

  • Purchase Orders

    Be proactive with spend management and create PO's before the spend happens

  • e-Invoicing

    Digital transformation of AP processing

Platform

Where Knowledge Meets Innovation

Helping you inspire excellence & shape the future

Digitally transform your financial operations to optimize your influence and transform lives through education. Get accurate spend insights and analytics, monitor audit trails, oversee compliance, and mitigate fraud with our spend management platform.

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Trusted by Leading Educational Institutions

List of educational institutions powered by ProSpend
Australian Parliament House

Satisfy government regulations

When school and education organisations manage school finances using manual, paper-based processes, there’s a greater risk of fraud and non-compliance. Ensure compliance with policies and approval processes.

 

 

Students graduating

Transparency with funding

Spending needs to comply with government regulations, fulfil the duty of care, and show that funds are spent responsibly. With a clear expense management system & expense reporting, schools and education organisations can track their funding grants and easily allocate funds strategically.

 

Digitise spend processes with an automated spend management platform

Digitise spend processes

Remove the paper trail and outdated manual processing of expenses and invoices to facilitate seamless accounting and finance management for schools. Enable your teachers & educators with mobile expense management software to digitally capture and record receipts with quick and easy approvals.


 

CUSTOMER STORY

Acrux talks about how ProSpend helps control their spend 

“We certainly have found ProSpend to be a significantly more efficient and effective approach to our purchase processing and has proven to be well worth the investment."
- Deborah Ambronsini, CFO

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Acrux Pharmaceuticals-1

Get Rid Of Petty Cash - Go Virtual (Cards)!

Leverage dimensions to efficiently label, monitor, and generate advanced reports for all expenses related to various aspects including location, department & program. This includes expenses associated with vital components such as RTO or community services.

Manage, Control & Track Volunteer Spend

Consolidate your community, donors, and campaigns in a centralised platform. Streamline donation tracking and establish direct connections between campaigns and your financial data for transparent insights into their performance.

Stay Compliant With Expense Policies

We offer a discounted price for NFPsCreate a a range of recurring purchase orders for multiple payments. Auto-deduct on receipt of invoices and a running balance is visible at the user entry level or on reporting.
 

CUSTOMER STORY

Friends School needed a proactive solution to automate their invoice processes and approval workflows

"We certainly have found ProSpend to be a significantly more efficient and effective approach to our purchasing and expense processing and has proven to be well worth the investment." – Mia Barwick, Accountant, Friends School

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Inspiring Innovators Make Empowering Educators

Embrace Digital Innovation for Smarter Financial Management in Educational Institutions

Virtual card on a mobile phone

Get Rid Of Petty Cash With Virtual Cards

Our Virtual Cards give teachers and educators the funds at their fingertips (with prior workflow approval). In real time administrators can issue cards and take the worry out of personally funding expenses for their classroom or handling petty cash and gift cards.

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ProSpend’s Budget Tracker can be used for accounting and finance management for schools

Manage, Control & Track Budgets

Consolidate staff, employees, vendors, suppliers- all in a centralised platform. Streamline accounting and finance management for educational institutions with expense and budget tracking. With ProSpend’s expense management system, you can establish direct connections between spend and your financial data for transparent insights into their performance.

Explore Budgets
Manual expense management process

Stay Compliant With Expense Policies

Leverage dimensions to efficiently label, monitor, and generate advanced reports for all expenses related to various aspects including location, department & course. This includes expenses associated with vital components such as RTO or government schools and education.

Explore Expense Manager
ProSpend Report and Track Expenses
1. EXPENSE TRACKING & REPORTING

Effortless Expense Tracking

ProSpend’s expense management software allows education organisations to easily track and categorise their expenses. This feature helps in monitoring spending across various departments, projects, and categories. With detailed reporting capabilities, schools and universities can gain insights into where their funds are being allocated, which is crucial for budgeting and financial management in educational institutions.

2. APPROVAL WORKFLOWS

Hierarchy-Based Expense Approvals

Education institutions often have a hierarchical structure with different levels of authority for expense approval. An expense management software can facilitate customizable approval workflows that match the organisation's specific hierarchy. This ensures that expenses are reviewed and approved by the appropriate individuals or departments, reducing the risk of unauthorised or unnecessary spending.

ProSpend’s expense management system’s approval workflow
Smart matching feature of ProSpend Spend Management Platform
3. INTEGRATION & AUTOMATION

Automated Data Sync

Integration with other financial and administrative systems is a critical feature. This enables the seamless flow of data between various systems, such as accounting software, HR systems, and payroll. Additionally, automation features of our expense management system can help reduce manual data entry and ensure that data is consistent and up to date, saving time and reducing the likelihood of errors.

 

MOBILE BUSINESS TOOLS
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Expenses

Teachers and staff can snap receipts, code and submit expenses from wherever they are using our expense management system - no need to be tied to a desk. Temporary Virtual cards can be issued for adhoc spending to replace expense claims, petty cash or cash advances thus taking the pressure off the individual in this tough economic climate

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Purchase Orders

Enable your teachers and staff to be proactive and get approvals before the spend takes place - right from the app on their phone. Budgets can be set by the department to track spending and be proactive before the spend occurs

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AP Invoices

Keep invoice workflows flowing by enabling approvers and managers to approve invoices from any device, ensuring efficient payment workflows

Spend management platform for managing school finances
MORE HELPFUL RESOURCES
Students sitting in a lecture
 BLOG POST

Education Orgs and Finances: How Expense Management Can Help

Expense management software allows education organisations to easily track and categorise their expenses. 

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Young students listening to a teacher
 BLOG POST

8 Features Your Education Org Needs for Expense Management

Let’s explore the expense management features that your education organisation needs.

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A businesswoman eating in a restaurant
 BLOG POST

Expense Claims: 5 Ways to Avoid Inappropriate Spending

Spending too much money on company expenses is a problem, but on inappropriate expenses? Unacceptable! Here are tips to avoid inappropriate spending.

READ BLOG
FAQ

Need clarification?

How does ProSpend help the financial management in educational institutions and satisfy government regulations?

ProSpend aids educational organisations in complying with government regulations by digitising spend processes. Manual, paper-based methods pose a higher risk of fraud and non-compliance. ProSpend ensures compliance with policies and approval processes, reducing the risk associated with traditional expense management systems.

How does ProSpend contribute to transparency in funding for schools and education organisations?

ProSpend promotes transparency in accounting and finance management for schools and other educational institutions by implementing clear management processes and expense reporting. This allows educational institutions to strategically allocate funds, track grants, and fulfil their duty of care by ensuring responsible and compliant spending practices. Our Budget module allows you to track and manage funding ahead of spend taking place, displaying to managers what their budget was initially, what's been spent and what's available to be spent.

How does ProSpend’s Spend Management Platform streamline expense tracking and reporting for education organisations?

ProSpend's expense management software enables effortless tracking and categorisation of expenses and finances for educational institutions. With detailed reporting capabilities, schools and universities gain insights into fund allocation across departments, projects, and categories, crucial for budgeting and financial planning.

How does ProSpend handle approval workflows in educational institutions with a hierarchical structure?

ProSpend facilitates hierarchy-based expense approvals, customisable to the organizational structure of educational institutions. This ensures that expenses are reviewed and approved by the appropriate individuals or departments, minimising the risk of unauthorised spending.

How does ProSpend's Virtual Cards feature benefit educational institutions, particularly in the absence of petty cash?

ProSpend's Virtual Cards offer a solution to petty cash challenges. Administrators can issue cards in real-time, empowering teachers and educators with funds subject to prior workflow approval. This feature eliminates the need for personally funding classroom expenses, providing a seamless alternative to petty cash.

One platform for all your business spend

Easily manage your spend, expenses, invoices, purchase orders and budgets all in one powerful solution.

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