Purchase orders for schools, approved by the right people.
Budget holders raise purchase orders against their department budgets, the bursar approves, and the finance office matches each supplier invoice to its PO before payment. From any device, with nothing to install.
| PO No | Summary · Budget | Status | Gross |
|---|---|---|---|
| 2026-418 | Lab glasswareScience · 2026/27 | Pending Approval | 1,240.00 |
| 2026-417 | Football kits, U14PE and Sports · 2026/27 | Approved | 860.00 |
| 2026-416 | Classroom laptops (20)IT · 2026/27 | In Progress | 14,600.00 |
| 2026-415 | New fiction titlesLibrary · 2026/27 | Approved | 415.00 |
Without a purchasing system, budgets slip and approvals stall.
In many schools, budgets are set at the start of the year and then purchase requests arrive by email and paper forms.
Overspending is found too late
Committed spend stays invisible until the invoices are posted.
With Expeni: each budget shows committed spend (approved and pending POs) as soon as an order is raised.
Approvals wait for someone who is teaching
Paper forms wait for signatures, and simple orders take days.
With Expeni: approvers get an email and approve from their phone, within their limit.
Audits and governor reports take days
Proving who approved what means searching inboxes and filing cabinets.
With Expeni: a full audit trail of every PO and approval, and POs exportable to CSV.
How a school order moves through Expeni
- Teacher or department headRaises a purchase order against the department budget for the year, and records goods received when the order arrives.
- Head of departmentGets an email and approves from a phone, within their own approval limit.
- Bursar or business managerApproves orders above the head of department's limit. The PO can go to the supplier automatically as a PDF with the school's logo.
- Finance officeMatches the supplier invoice to the PO, then records the payment.
Made for the way schools spend
Everything a business office needs, without a big software project.
Budgets by department and fiscal year
Set budgets per department, project or cost center for each fiscal year. Lock a budget, or allow a set overrun.
Approval limits and segregation of duties
Heads of department approve within their limit and the bursar approves larger orders. Requesters can be blocked from approving their own orders.
Several campuses in one account
Each campus can have its own address and logo on POs, and its own budgets.
An audit trail for auditors and governors
Every PO creation, edit, approval, email and delivery is logged with who and when. Export your POs to CSV.
Recurring orders and a product catalogue
Software licenses and services are raised as recurring POs and sent for approval. Common supplies are picked from your catalogue, with images.
Sign in with Microsoft 365 or Google
Staff use their existing school account. Nothing to install, it runs in the browser.
purchase orders in the last 12 months at one international school, raised and approved by more than 100 staff.
Questions schools ask
Can budgets follow our school year?
Yes. Set your fiscal year to match your school or academic year, and each budget belongs to one fiscal year.
Can each department have different approvers?
Yes. Approval routes are set per budget or department, with an approval limit for each approver.
We have more than one campus. Does that work?
Yes. Add each campus as a location with its own address and logo on purchase orders.
Does our IT team need to install anything?
No. Expeni runs in the browser, and staff can sign in with their Microsoft 365 or Google school account.
Is our data protected under GDPR?
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 school.
See Expeni set up for your school
We'll show you budgets and approvals for your departments in a live demo.