How it works Features Security Book a demo

Built on Microsoft 365

Control every pound your business spends. Without the spreadsheets.

Purchase orders, invoice matching and live budgets — inside the Microsoft 365 your business already runs on. Staff sign in with the accounts they already have, and every record stays in your own tenant.

Book a 30-minute demo See how it works

✓Your data stays in your Microsoft 365

✓No new passwords

✓Unlimited users, flat annual fee

✓Live in under an hour

✓Connects to Xero & QuickBooks

app.staffspend.co.uk

Open POs

3 awaiting approval

Committed this month

£18,240

▲ 12% vs last month

Invoices matched

96%

2 discrepancies flagged

Budgets — FY 2026/27

Marketing

£12.4k / £20k

Operations

£32.5k / £40k

IT & Equipment

£29.1k / £30k

Recent purchase orders

SS-20260703-A4K2

Viking Direct

£486.20

Approved

SS-20260702-X9M1

Dell Technologies

£2,340.00

Pending

SS-20260701-B7T5

Screwfix Trade

£129.94

Delivered

SS-20260630-C2R8

AWS (annual)

£4,800.00

Approved

The problem

Sound familiar?

Most growing businesses run purchasing on goodwill, inboxes and a spreadsheet named FINAL_v7. It works — until it doesn't.

Approvals over email

Purchase requests bounce around inboxes. Nobody knows what's been agreed, or by whom.

Invoices with no PO

Supplier invoices arrive with nothing to match them against. Finance plays detective.

Budgets in spreadsheets

The “master” budget file is always out of date, and three people have three versions.

No audit trail

When your accountant or auditor asks “who approved this?”, the answer takes a week.

Spending in the dark

Managers commit money with no live view of what's left in the budget.

Rogue spend

Purchases happen first, paperwork happens later — if at all.

How it works

Inside your Microsoft 365. Not ours.

StaffSpend lives inside your company's own Microsoft 365. Staff sign in with the accounts they already use, and every record is written to a dedicated SharePoint site inside your own tenant — one that StaffSpend can reach and nothing else can.

Single sign-on with existing work accounts. No new usernames, no passwords to reset — your MFA and conditional access already apply.

Data lands in YOUR SharePoint

POs, invoices, budgets and documents are stored in a dedicated site inside your tenant — covered by your existing Microsoft backup and retention.

Locked to one site only

StaffSpend uses Microsoft's Sites.Selected permission — it cannot see your email, files, Teams or any other SharePoint site.

Roles from your own groups

Who can raise, approve and administer is driven by Microsoft 365 security groups your IT already manages.

What we hold on our side: almost nothing.

A registry record — company name, contact email, subscription status. No purchase, invoice, budget or staff data ever sits outside your tenant. If you ever leave, your data is already yours.

Features

Everything the purchase cycle needs

From “can I order this?” to “paid and filed” — one system, one audit trail.

Purchase orders

•Multi-line POs with quantity and unit price

•UK VAT per line — 20% / 5% / 0%, net or gross entry

•Nominal and cost-centre coding

•Self-approval within limit; auto-routing above it

•Nobody can approve their own PO

•Branded, printable PDF output

Invoices

•Upload to your own SharePoint

•Auto-match to approved POs by supplier and amount

•Discrepancies flagged outside tolerance

•Two-step sign-off: goods received, then approved to pay

Budgets

•Per department, code and financial year

•Committed vs actual spend, live

•RAG status with alerts at 80% and 100%

Nominal codes

•Import your chart of accounts by CSV

•Department-aware code visibility

ContractsOptional

•Supplier contract register with value, dates and owner

•Renewal reminders in Outlook

•One-click draft PO from a contract

Reports & alerts

•Spend by supplier, department and code

•Bottleneck and trend views; CSV export

•Email and Microsoft Teams notifications

ExpensesNew

•Staff submit expense claims with receipt photos

•Same approval routing and limits as purchase orders

•Coded to nominal codes and counted against budgets

•Receipts stored in your own SharePoint

Xero & QuickBooks

•Connects to Xero and QuickBooks Online

•Approved purchase orders pushed to your accounts package as drafts — no rekeying

•Your accounts team stays in control — nothing posts without their say-so

Security & governance

Least privilege, by design

Built for the questions your accountant, auditor and IT provider will actually ask.

✓Data residency. Your records stay in your tenant, under your Microsoft agreements, retention and backup.

✓Authentication. Microsoft handles sign-in. Every request is verified server-side — never trusted from the browser.

✓Separation of duties. Staff can't approve their own POs; approvers act only within their delegated limit.

✓Full audit trail. Every raise, approval, rejection, delivery and payment is logged — who, what, when.

✓Roles from your groups. StaffSpend-Users, -Managers, -Finance and -Admins — managed in your own Microsoft 365, not another admin panel.

✓Nothing held by us. We store a registry record only. No purchase, invoice or staff data leaves your tenant.

Live in under an hour

Setup is done once by your IT administrator or IT provider — typically 30–45 minutes, with no data migration. Admin consent (one click) → provided script creates the SharePoint site → add staff to groups → import codes and limits by CSV → go.

See it with your own data

Book a 30-minute demo

We'll walk through the purchase cycle end to end — raising, approving, matching an invoice and watching the budget move — and answer the questions your accountant will ask.

hello@staffspend.co.uk