The problem
Approval should happen before the supplier commitment.
Small businesses often approve purchases in email, WhatsApp or quick conversations. That may feel fast, but it creates a problem later: the purchase order, supplier instruction and payment evidence are no longer connected.
SpendVault gives the approval step a source record, so the business can prove who requested, who approved, what was ordered and what should be delivered.
Workflow
From request to purchase order without losing the trail.
01Staff request
Requester, department, urgency, items and reason are captured before supplier spend starts.
02Approval gate
Managers approve based on amount, category or workflow rules, with OTP controls where needed.
03PO instruction
The approved need becomes a supplier instruction that stays linked to the original request.
04Audit trail
Approval, supplier, order, delivery and payment evidence remain connected for reporting.
Small business fit
Control without making buying feel heavy.
- Approval rules can fit owner-managed teams, managers, departments or branches.
- OTP approval gates can protect sensitive or higher-risk actions.
- PO records stay linked to source requests and later delivery proof.
- Exceptions and bypasses become visible instead of becoming normal.
- Reports can show where spend came from and what evidence supports it.
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