Replace paper POs and email approvals this week.
Purchases approved within budget, and supplier invoices checked against the PO before you pay.
- PO No
- 2026-233
- Status
- Pending Approval
- Summary
- Monitors for dev team
- Budget
- 0900 / App Development
- Requester
- Sara Mitchell
- Total
- 1,664.40 USD
| # | Description | Qty | Unit price | Total |
|---|---|---|---|---|
| 1 | 27" monitor | 4 | 299.00 | 1,196.00 |
| 2 | USB-C dock | 4 | 139.00 | 556.00 |
| 3 | Volume discount 5% | −87.60 |
See Expeni at work
The screens your team will use every day. Nothing to install, it runs in the browser.
Every purchase in one list
Requesters raise a PO in a few clicks: pick the vendor and budget, copy an older PO or add items from your product list.
- Tabs for drafts, pending approval and not yet delivered
- Recurring POs for rent, licenses and services
- Approved POs go to the vendor as a PDF with your logo
| PO No | Status | Summary | Gross |
|---|---|---|---|
| 2026-233 | Pending Approval | Monitors for dev team | 1,664.40 USD |
| 2026-232 | In Progress | Office cleaning, November | 850.00 USD |
| 2026-231 | Approved | Laptops for new hires | 6,240.00 EUR |
| 2026-230 | Approved | Software licenses, Q1 | 2,940.00 USD |
The right people approve, within their limits
Set approval levels per budget or department, with a spending limit for each approver. Expeni sends each request to the right approver by email, and you can send a reminder.
- Require all, or only some, approvers at a level
- Choose whether a pending PO can be edited without new approval
- Every decision is in the action log
Invoices checked against the PO before you pay
Add the supplier invoice against its purchase order and attach the PDF. Expeni compares the lines and totals with the PO, and holds an invoice that is higher than the PO until the difference is approved.
- An invoice above its PO waits until the approver accepts the difference
- One invoice can cover several POs from the same vendor
- Credit notes, partial payments and invoices without a PO
| Line | PO 2026-233 | Invoice |
|---|---|---|
| 27" monitor × 4 | 1,196.00 | 1,196.00 |
| USB-C dock × 4 | 556.00 | 556.00 |
| Delivery charge | Not on the PO | 42.00 |
| Total | 1,664.40 | 1,706.40 |
Budgets that hold before money is spent
Every PO is raised against a budget, so you see what is committed long before the invoice arrives.
- Set how far a budget may overrun, or lock it
- Requesters see what is left before they order
- Department heads see their own departments' budgets
When purchases are approved by email, things slip through.
A quote goes around by email and someone replies "fine by me". Then a different total arrives on the invoice, and it is hard to tell who agreed to it, which budget it belongs to, or whether the goods ever came.
With email and paper
- Approvals spread across email threads and chats
- Spend only shows up when the invoice arrives
- Invoices hard to check against what was ordered
- Paper POs hard to find at audit time
With Expeni
- Each PO goes to the right approver, within their limit
- Budgets show approved and pending spend, not only what has been paid
- Invoices checked against the PO before they are paid
- Every PO, approval and invoice in one place, with a full log
Who uses Expeni
Schools, restaurant groups, charities and contractors use Expeni every day. The same tools fit any organization that raises purchase orders.
Schools and universities
Department budgets for each school year, and every purchase approved by the bursar. See Expeni for schools →
Restaurant and hotel groups
Several sites and currencies, each with its own budgets and approvers. See Expeni for restaurants →
Charities and churches
A clear record of who approved each purchase, ready for the board and the auditor. See Expeni for nonprofits →
Construction and trades
Orders for materials raised from the office or the site, with deliveries recorded on arrival. See Expeni for construction →
Healthcare and life sciences
Supplies and equipment ordered against budgets, with invoices checked before they are paid. See Expeni for healthcare →
Public services
Spending limits per approver and a full audit trail for every order. See Expeni for public services →
Also used by manufacturers, agencies, sports clubs and event organizers. Book a demo and we'll show you how it fits your team.
What each step in Expeni is for
A purchase in Expeni goes through these steps, in this order. Each one is linked to the same purchase order, so the whole purchase is in one place.
-
Purchase order (PO)the request to buy
What you want to buy, from which supplier, at what price, and which budget pays for it. Attach the supplier's quote.
Who: anyone allowed to order. Once approved, it goes to the supplier as a PDF.
-
Approvalthe sign-off
The PO goes to the approvers on its route, each within their own limit. They approve or deny it from the email or in Expeni.
Who: managers and budget owners. Pending and approved POs show on the budget straight away.
-
Receivinggoods received
When the goods arrive, record what came and when, against the PO. A delivery can be partial.
Who: the person who takes the delivery. The PO shows what is still to come.
-
Invoicethe supplier's bill
The supplier's request for payment, registered against the PO it belongs to and compared with the PO amount.
Who: finance. If it is higher than the PO, it is held until the approver accepts the difference.
-
Credit noteonly if needed
A credit from the supplier, for example for returned goods or an overcharge, recorded against the invoice it corrects.
Who: finance. It lowers the amount left to pay.
-
Paymentcloses the purchase
What you paid the supplier, in full or in part, recorded against the invoice.
Who: finance. The PO shows unpaid, partially paid or paid.
Still on paper or spreadsheets? Download our free purchase order template for Excel and PDF.
Built for the people who sign off on spending
Finance and operations teams use Expeni to control purchasing, without a long or costly software rollout.
Approvals you can trust
- Approval routes per budget or department
- Add an extra approver to a single PO when needed
- Stop requesters approving their own POs
- Users with the override role can approve an urgent PO
Budgets that hold
- Budgets and projects by department and fiscal year
- Budget remaining shown with or without tax
- A log of every change made to a budget
- Spend dashboard and reports by vendor, budget and department
Invoices and payments
- Supplier invoices with the PDF attached
- Due dates, overdue invoices and payment status
- POs marked as paid, fully or in part
- Expenses approved like purchase orders
Faster everyday buying
- Copy POs and line items in one click
- Link related POs together
- Product catalogue with images
- Add a new vendor without leaving the PO
- Email POs to vendors with attachments
Accounting detail
- GL accounts on PO and expense lines
- Multi-currency with base-currency reporting
- Tax rates, discounts, fees and withholding
- Vendor bank details and tax IDs
- Export to CSV (opens in Excel) and PDF
Made to fit your company
- Sign in with Microsoft 365 or Google
- Company and department roles
- Branches with their own logo and address
- Custom fields, labels and your own PO numbers
- PDF layout with your logo and terms
What teams say after switching from paper and spreadsheets
“Very simple, easy to setup and understand. My whole team was up and running in minutes. We do not waste more time on managing our paper POs. Expeni with amazing support does it well for us!”
Jillani · ZoyMah, Canada
“Works great-- fast and easy. I do not need to wait for my manager to come into the office and approve POs. The system works while you are on the go.”
Lisa · SW Sports Club, USA
One simple price, every feature included
No tiers and no add-ons. You decide what each person can see and do with user roles.
For teams of 1 to 50 users
- Approvals, budgets, invoices and payments
- Reports, PDF and CSV export, and the action log
- New features as they ship, email and chat support
- 14-day free trial, no credit card
- No contract, 30-day money-back guarantee
More than 50 users? Contact us for a quote
8 users × $13 per user per month. Estimate in USD before tax.
Start your free trialFits in with the tools you already use
Microsoft 365
Staff sign in with their work account. No extra passwords to manage.
QuickBooks Online In development
Invoices you have checked in Expeni become bills in QuickBooks, and payments come back automatically. Vendors and accounts come from QuickBooks. Ask to join early access.
Excel and CSV
Import vendors and GL accounts from a CSV file. Export POs with base-currency totals for your accountant.
Frequently asked questions
How long is the free trial?
14 days, with every feature included. No credit card is needed to start.
How long does it take to set up?
Many teams create their first purchase orders on the same day. Add your budgets, invite users, import vendors and GL accounts from a CSV file, and set your approval limits.
Can approvers approve from their phone?
Yes. Approvers get an email for each purchase order and can approve from any device with a browser.
Can we check supplier invoices against purchase orders?
Yes. Add the supplier invoice against its purchase order and Expeni compares the two. If the invoice is higher than the PO, the PO approver is asked to approve the difference before it can be paid.
What support do you offer?
Email and live chat support are included for every customer. Most requests are handled Monday to Friday during business hours, and we monitor requests over the weekend to help with anything urgent.
Can I cancel any time?
Yes. There is no contract. You can cancel your monthly plan whenever you like.
Do you offer a money-back guarantee?
Yes. If you are not satisfied in the first 30 days, we refund your subscription.
Who is responsible for our data?
Expeni is run by Expeni ApS in Copenhagen, Denmark. We act as your data processor under GDPR and offer a data processor agreement to every customer.
Do you work with multiple currencies?
Yes. Each purchase order can be in its own currency, and reports and exports show totals in your base currency.
I have more questions. How do I reach you?
We are happy to help. Write to support@expeni.com, use the live chat on this page, or send us a message from the contact page.
About Expeni
Expeni was built by a team of developers who needed to control their own company's spending. We couldn't find a purchase order system that was simple and saved time, so we built one. The name comes from expenses and penny.
Since 2016 we have kept adding features in the same simple way, from approval routes and budgets to invoice matching. Expeni ApS is based in Copenhagen, Denmark.
Ready to take purchasing out of the inbox?
Start a 14-day free trial with no credit card, or write to us at support@expeni.com.