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.
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.
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.
Compliance and audit pressure
Missing receipts, ad-hoc approvals and scattered documentation make audits stressful and time-consuming.
Delayed approvals across campuses
Teachers, lecturers and administrators often have limited availability, slowing approvals and delaying purchases.
Multi-campus and funding complexity
Expenses must be coded correctly by campus, department, program or grant. Errors can create reporting issues and funding risk.
Invoices entered once—no manual typing ever again
Our AI-powered invoice scanning and extraction instantly reads even the most complex invoice formats, automatically extracting and validating data. No templates or manual entry required, just clean, accurate invoice data flowing seamlessly into your workflows.
Our machine learning-powered engine has been trained on millions of supplier invoices delivering exceptional first-time accuracy.
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%201500px%204.png?width=1500&height=1000&name=ProSpend%20Human-In-The-Loop%20(HITL)%201500px%204.png "ProSpend Human-In-The-Loop (HITL) 1500px 4")
.png?width=1200&height=825&name=duplicate%20invoice%20(2).png "duplicate invoice (2)")
Protect your business from double payments
Duplicate invoices don’t just lead to overpayments, they can seriously impact your cash flow.
ProSpend’s advanced technology automatically scans and compares every invoice, detecting duplicates before they’re processed.
If a duplicate is detected, it is flagged instantly, giving you confidence that every payment is accurate and justified.
Invoice coding that eliminates errors instantly
Ensure fast and error-free processing with ProSpend's configurable coding. Each invoice is automatically verified against your your guidelines, with supplier matching, coding rules applied, PO matching, and approval rules enforced. This automation reduces errors and accelerates processing times.
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.png?width=1200&height=825&name=line%20item%20scanning%20(11).png "line item scanning (11)")
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We 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.
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We highly recommend ProSpend as an outstanding Accounts Payable (AP) solution. We believe it is an excellent choice for any organisation seeking a streamlined and efficient AP process.
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With ProSpend our managers have better visibility and control along all the steps of the invoice entry, approval and payment process and their year to date spend against budget, with no need to wait for EOM reports.
ProSpend's PO and invoice module matched our needs perfectly. It helped users create POs, route them through the approval process, and automatically match approved POs to incoming invoices. With ProSpend, we cut AP invoice processing time by 50%.
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Integrated database
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Supplier maintenance
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Trading term options
Keep your suppliers in sync
Minimise errors and inconsistencies by maintaining a single source of truth for supplier details.
The database can be maintained easily through a one-off update, import or synchronisation with a range of ERPs.
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Highly configurable options for suppliers
Get full control by AP for supplier maintenance, including:
- Invoice delivery method
- Auto coding - cost centre and g/l code
- Data extraction options
- Payment terms
- Approval workflow
- Currency
- PO Matching
Pay suppliers on your terms
Configure how you want to pay. On scanning the invoice into ProSpend our software will use your preferred configured supplier due date.
"I believe it is an excellent choice for any organisation seeking a streamlined and efficient AP process."
“The expensemanager (now ProSpend) invoice module has automated our accounts payable process. As a result we have saved hard dollars in printing, filing, storage and man-hours. ”
"We’ve reduced the time to process a supplier invoice approval and payment by a number of days, it’s visible to everyone and now paper-free."
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"We’ve reduced the time to process a supplier invoice approval and payment by a number of days, it’s visible to everyone and now paper-free." - Jamie Hughes
“The expensemanager (now ProSpend) invoice module has automated our accounts payable process. As a result we have saved hard dollars in printing, filing, storage and man-hours. ” - Gavin Finn
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"I believe it is an excellent choice for any organisation seeking a streamlined and efficient AP process." Danny Nassif
30+ minutes
Average time to process a single invoice manually
1 in 3 providers
Experience regular budget overruns due to lack of upfront spend control
60% of organisations
Still rely on shared corporate cards or petty cash
25+ days
Typical wait time for staff reimbursements under manual processes
