One Unified Platform for spend management and proactive control

Expense Manager

AP Manager

Spend Control

Childcare & Early Learning

Spend Management for Childcare & Early Learning

Purpose-built spend management for ANZ childcare and early education providers.

Control childcare spend across every centre with approvals, automated invoices and expenses, and audit ready records for funding and compliance.

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Trusted by Childcare & Education Providers Across ANZ

Over 350K

Active users on ProSpend

$9.5B

Total invoice spend processed

32K

Cards managed on the platform

$144M

Expense spend tracked per month

Solving the Real Problems in Childcare Finance

When every dollar must stand up to boards, parents and regulators, manual finance processes are not just slow. They are risky.

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End-of-month budget shocks
You only see overspend once the month is closed. By then, there is nothing you can do to pull spend back into line.

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Invoice processing eats your week
Each invoice takes 30+ minutes to key, code, chase and approve. Multiply that by hundreds of suppliers across centres.

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Shared cards and petty cash
One card shared across staff and centres or petty cash tins makes it impossible to see who spent what or stop misuse early.

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Missing receipts and slow reimbursements
Receipts disappear into wallets and centre offices. Staff wait weeks for reimbursement while finance chases paperwork.

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Audit and funding stress
Approvals live in inboxes, coding in spreadsheets and documents in filing cabinets. Audits and funding acquittals become a scramble.

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Tiny team, huge workload
One or two people are expected to run AP, expenses and reporting for 10 to 30 centres. When everything is manual, burnout is built in.

Spend Controls That Actually Work for Childcare

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No shared cards or petty cash

Give each centre its own controlled card. No more mystery transactions or envelopes of cash.

Fast approvals for centre managers and educators

Requests route automatically to the right approver on web or mobile, with clear delegations and audit trails.

Automated AP and simplified bookkeeping

Invoices are scanned, coded and approved automatically, then synced to your accounting system with no re-keying.

No reimbursements or lost receipts

Staff use cards and the app instead of personal funds. Receipts are captured at the point of purchase and never go missing.

Flexible spending rules across every centre

Set limits, categories and approval rules by centre, region or funding stream.

Easy receipt tracking via mobile app

Centre staff snap a photo, add a note and submit. Finance receives complete and compliant claims.

Real-time budget and transaction views

See spend and remaining budget by centre, account or grant at any time, not weeks after month-end.

Seamless accounting sync

Approved expenses and invoices sync into Xero, MYOB or NetSuite with the correct tax, GL and tracking codes.

Faster, cleaner month-end close

Automated AP, reconciled cards and complete data reduce close time from weeks to days.

Strong security and access controls

Role-based permissions and two-factor authentication protect sensitive finance data.

Built-in fraud and error prevention

Duplicate invoice checks, spend limits and exception alerts stop issues before money leaves the bank.

Policy-encoded spend

Card rules and approval workflows enforce your expense and procurement policies automatically.

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Why Montessori Academy Chose ProSpend

“ProSpend transformed our AP process. We now process more invoices, faster and with fewer errors, and our audits have never been smoother.”

Danny Nassif
Montessori Academy

Read the full Montessori Academy 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

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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 long does it take to implement ProSpend?

Most childcare and early learning organisations go live in 4 to 6 weeks. We connect to your accounting system, configure centres and approval rules, and train your team without heavy IT involvement.

Does ProSpend integrate with our accounting software?

Yes. ProSpend integrates with Xero, MYOB and NetSuite. Approved invoices and expenses flow directly into your ledger with the correct GL, tax and tracking codes. Know more about ProSpend integrations here.

Do we have to change our corporate cards?

No. You can connect existing cards via bank feeds or issue ProSpend cards for tighter real-time controls. Either way, transactions are captured automatically.

We run multiple centres and entities. Can ProSpend handle that?

Yes. ProSpend is designed for multi-centre, multi-entity childcare groups. Each centre can have its own approvals and budgets, with consolidated reporting at head office.

Will our staff actually use it?

Yes. Educators and managers use a simple mobile app and browser interface. Submitting receipts and approvals takes seconds, which drives fast adoption.

How secure is our data?

ProSpend uses enterprise-grade encryption, role-based access and full audit logging. Data is hosted in secure infrastructure aligned with Australian privacy requirements.

Ready to Simplify Spend Across Your Centres?

ProSpend gives childcare and early learning providers the control, automation and real-time visibility finance leaders need without adding admin or headcount.

Book a 20-Minute Demo
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