Feature
Order it, approve it,
pay it in one run.
Purchase orders and three-way matching, approval flows that block anything unapproved, and payment runs that settle many bills at once and reconcile themselves.
Order to pay
Money leaves the business on purpose.
Raise a purchase order, email it to the supplier, and receive against it. When the bill lands, Vinance matches it to the PO and the goods receipt line for line, so you pay for what you actually ordered and received, at the price you agreed. A vendor record carries their terms, tax defaults, and currency, so a new bill is mostly filled in before you start.
- Vendors with terms, tax defaults, currency, and price history
- Purchase orders you can send straight to a supplier
- Three-way match: PO, goods receipt, and bill agree before you pay
- Recurring bills for rent, utilities, and subscriptions
BILL 441
This bill arrived against PO-2091 and matched the goods receipt line for line, so it is ready to approve and pay. Nothing here was retyped.
Approvals
Nothing gets paid without a yes.
Route bills for approval by amount, category, or department. A $900 courier bill might need one nod; a $40,000 equipment bill might need two, in sequence. Until a bill is approved it stays locked out of every payment run, and the full trail of who approved what, and when, sits on the bill itself.
- Approval thresholds by amount, category, or department
- One or several approvers, in sequence or in parallel
- Unapproved bills cannot be paid, by design
- A complete audit trail on every bill
Payment runs
Pay fifty bills in one run, post every one.
A payables aging built live from the ledger shows what is due and when. Select the bills you want to settle, by due date, by vendor, or everything overdue, and Vinance batches them into a single payment run. Each payment posts to the ledger and reconciles against its bill, so you never pay the same invoice twice and your bank balance and payables stay in step.
- Batch many approved bills into one payment run
- Pay by due date, by vendor, or clear everything overdue
- Every payment reconciles against its bill automatically
- A live payables aging so nothing surprises you
Select the 23 bills due this week into one payment run. Each payment posts and reconciles against its bill, so payables and the bank move together.
Expenses
Staff spend, captured and coded.
Employees submit expense claims with receipts attached, coded to the right account and tax treatment as they go. You approve them the same way you approve bills, and an approved claim becomes a payable to reimburse in the next run. No shoebox of receipts, no spreadsheet that never reconciles to the bank.
- Expense claims with receipts attached
- Coded to account and tax treatment on submit
- Approved claims become payables, paid like any bill
- Mileage and per-item claims, reimbursed on your cycle
CLAIM 118
Coded and tax-treated on submit. Once approved, this claim becomes a payable and is reimbursed in the next payment run like any other bill.
Tie out to your suppliers
Vendor statements and a payables aging show exactly what you owe each supplier, so a reconciliation call is a two-minute check, not an argument.
Recurring bills, on autopilot
Rent, utilities, and subscriptions post themselves on schedule, so a fixed monthly cost never slips through as a missed accrual.
Every bill posts to the books
Each bill writes a balanced journal, so payables, expenses, and recoverable tax stay in sync without a second entry.
Frequently asked questions
What is three-way matching?
Vinance checks the purchase order, the goods receipt, and the vendor bill against each other before you pay. If the quantities and prices agree, the bill is ready to approve; if they do not, the mismatch is flagged so you catch it before the money leaves.
Can I require approval before a bill is paid?
Yes. Set approval thresholds by amount, category, or department, with one or several approvers. An unapproved bill cannot be added to a payment run, and every approval is recorded on the bill.
How does a payment run work?
Pick the approved bills you want to settle, by due date, by vendor, or everything overdue, and Vinance batches them into one payment run. Each payment posts to the ledger and reconciles against its bill automatically.
Do expense claims post to the accounts?
Yes. Employees submit claims with receipts, coded to the right account and tax treatment. Once approved, a claim becomes a payable and is reimbursed in a payment run like any other bill. See how the ledger works.
Move your books off the spreadsheet.
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