Every procurement process has three moments where money is at risk: when the order is placed, when the goods arrive, and when the invoice is presented. SpendVault puts a gate at each one. Not a checkbox - an enforced step that cannot be skipped.
Every purchase request must pass through a controlled workflow before it becomes an order. Unapproved spend is blocked at the source - before the supplier is contacted, before the stock is ordered, before any commitment is made on behalf of the business.
The approval gate uses a one-time password sent to the designated authoriser. No code, no order. This eliminates verbal approvals, WhatsApp sign-offs and the common fraud pattern where the same staff member raises and approves their own orders.
An approved purchase order does not guarantee that what was ordered is what arrives. Partial deliveries, substituted items and phantom deliveries are the most common leakage points between the order and the invoice. Lock 02 closes this gap at the warehouse floor.
Staff photograph the delivery note and goods using the SpendVault mobile app. Automated 3-Way Match Enforcement validates the items, quantities and unit prices against the original purchase order. Any discrepancy - wrong quantity, wrong product, missing items - locks the invoice immediately and alerts management before payment is authorised.
An invoice is only released for payment once it has been matched to a verified delivery and an approved purchase order. Three documents, three checks, one automated enforcement layer. Invoices that do not match are held until the discrepancy is resolved - not passed to accounts payable and hoped for the best.
Month-end is no longer a three-day reconciliation exercise. SpendVault exports a fully reconciled transaction pack to Sage, Xero, QuickBooks or Pastel at the click of a button - formatted, matched and ready for your accountant.