Purchase orders for care providers, clinics and labs.
Order supplies, equipment and services against each department's budget, from approved suppliers, with an approval for every order and a record of what was received.
| PO No | Summary · Department | Status | Gross |
|---|---|---|---|
| 2026-1842 | Nitrile gloves and apronsCare homes · North | Pending Approval | 1,240.00 |
| 2026-1841 | Centrifuge annual serviceLaboratory | Approved | 2,150.00 |
| 2026-1840 | Wound care suppliesOutpatient clinic | In Progress | 684.50 |
| 2026-1839 | Reagent kits (12)Research · Study 104 | Approved | 3,960.00 |
Without a purchasing system, supply spending is hard to control.
Orders are placed by phone and email from many sites, and finance only sees them when the invoice arrives.
Orders placed without approval
Staff order by phone or email, and there is no record of who agreed to the spend.
With Expeni: each order is a purchase order, approved within the approver's own limit.
Too many suppliers
Each site buys the same items from different suppliers, at different prices.
With Expeni: a fixed list of approved suppliers and products to order from.
Invoices paid without knowing what arrived
Finance can't tell whether the goods on an invoice were delivered in full.
With Expeni: staff record what arrived on the PO, and the invoice is compared with the PO before it is paid.
How a purchase moves through Expeni
- Site or department staffRaise a purchase order from the approved supplier list, and record goods received on delivery.
- Site or department managerGets an email and approves within their own approval limit.
- Finance or operations directorApproves orders above the manager's limit. The PO can go to the supplier automatically as a PDF.
- Finance teamMatches the supplier invoice to the PO and records the payment.
Made for organizations that buy supplies every week
Control what is ordered, from whom and against which budget, without a large ERP project.
Budgets per site, department or study
Each budget shows its approved and pending spend. Lock a budget, or allow a set overrun.
Approved suppliers and products
Limit orders to your approved suppliers and your own product list, with prices and images.
Approval limits per manager
Each manager approves within their limit, and larger orders go up to the next level.
Recurring orders and service contracts
Set up recurring POs for regular deliveries, maintenance and service contracts.
Goods received, in full or in part
Record each delivery on the PO, and see which orders are still waiting for goods.
An audit trail for every order
Every PO creation, edit, approval, email and delivery is logged with who and when. Export your POs to CSV.
purchase orders raised by one UK care provider in Expeni since 2019, across more than 20 departments.
Questions healthcare teams ask
Can we limit orders to approved vendors?
Yes. Turn on the fixed vendor list, and staff can only order from the vendors you have added. You can do the same for products.
Can each site or department only see its own orders and budgets?
Yes. Set up each site as a department and give users roles per department, so a site manager sees and approves the orders for their own site.
Can we track a research grant or study separately?
Yes. Create a budget for it, so every purchase order charged to it is listed together with its approvals and receipts.
Should we store patient information in Expeni?
No. Expeni is for purchasing: orders, suppliers, budgets and invoices. It is not designed to hold patient records, so keep patient information out of purchase orders and attachments.
See Expeni set up for your sites
We'll show you approved suppliers, approval limits and goods received in a live demo.