Purchase orders with the controls your auditors expect.
Departments raise POs against their budgets, approvals follow each manager's approval limit, and every step is on the record for your board and auditors. No paper requisitions traveling between offices.
| PO No | Summary · Department | Status | Gross |
|---|---|---|---|
| 2026-3108 | Road salt, 40 tonsFacilities · FY 2026-27 | Pending Approval | 4,360.00 |
| 2026-3107 | Vehicle tires (8)Fleet · FY 2026-27 | Approved | 1,920.00 |
| 2026-3106 | Playground mulchParks · FY 2026-27 | In Progress | 2,780.00 |
| 2026-3105 | Office suppliesAdministration · FY 2026-27 | Approved | 655.00 |
Without a purchasing system, spending is hard to control and to prove.
In many organizations, requisitions are paper forms, budgets live in spreadsheets, and the audit trail is a filing cabinet.
Budget overruns found at audit
Spending is only compared with the budget once the invoices are posted.
With Expeni: each budget shows committed spend (approved and pending POs) as soon as an order is raised.
Paper requisitions waiting for signatures
Signed forms travel between offices for days before anything is ordered.
With Expeni: managers approve from an email, within their own approval limit.
Audit questions take days to answer
Showing who approved a purchase, and when, means searching through files.
With Expeni: a full audit trail on every PO, with the documents attached, and POs exportable to CSV.
How a purchase moves through Expeni
- Department staffRaise a purchase order against the department budget, with the quote attached, and record goods received on delivery.
- Department headGets an email and approves within their own approval limit.
- Finance director or managerApproves orders above the department head's limit. The PO can go to the vendor automatically as a PDF with your terms.
- Finance officeMatches the vendor invoice to the PO and records the payment.
Made for organizations that answer for every purchase
The controls auditors expect, without a large ERP project.
Departments and budgets by fiscal year
Budgets with account codes for each department and fiscal year. Lock a budget, or allow a set overrun.
Grants tracked as their own budgets
Charge purchases to a grant budget, so its spend, approvals and receipts are listed together.
Approval limits and segregation of duties
Each manager approves within their limit. Requesters can be blocked from approving their own orders, and overrides are limited to chosen users.
Approved vendor list
Limit orders to approved vendors, with their tax IDs, addresses and bank details on file.
POs with your terms
The PO PDF carries your logo, address and footer text, such as a tax-exempt statement, and can show the approvers.
An audit trail for your board and auditors
Every PO creation, edit, approval, override, email and delivery is logged with who and when. Export your POs to CSV.
purchase orders raised by one customer in Expeni since 2016, across more than 40 departments.
Questions public service teams ask
Can budgets follow our fiscal year and account codes?
Yes. Set your own fiscal year, and give each budget its account code and type. Budgets can be limited to the departments allowed to use them.
Can we track grants separately?
Yes. Create a budget for each grant, so every purchase order charged to it is listed together with its approvals and receipts.
Can our purchase orders show our tax-exempt statement and terms?
Yes. Add your own footer text, logo and address to the PO PDF, and choose whether it shows the approvers and the budget.
Who can override an approval?
Only users you give the approval override role, for example the finance director. Every override is recorded in the audit trail.
See Expeni set up for your departments
We'll show you department budgets, approval limits and the audit trail in a live demo.