Location expenses under one policy
Managers at each unit submit card purchases and out-of-pocket buys with the receipt, approvals follow the network's rules, and each expense lands in that location's books.
Smartbills applies one policy and one chart of accounts at the moment of spend, and every location's numbers are comparable when they're recorded.
One spend policy at every location
Spend rules, categories and approval thresholds are set once and apply at every location. Each unit still runs its own budgets; the shared definitions are what let you compare one store with another.
- One chart of accounts and one policy network-wide
- Each unit keeps its own budgets and its own P&L
- Exceptions shown per location, not lost in the total
Approved suppliers carry their negotiated terms
Negotiated terms are stored on the vendor record, and units order against it. Off-list purchasing shows up the moment it happens, while there's still time to do something about it.
- Preferred vendors and negotiated terms on the vendor record
- Orders placed against the unit's own budget
- Off-list spend shown per location, in the period it happened
Why teams switch
Every location codes the same cost differently.
Every location codes the same cost differently. The roll-up compares numbers that were never comparable.
Every location codes against the same chart of accounts and the same policy at capture, and the network view compares like with like.
We find out what the network spent a month after the fact, once the store reports come in.
Unit costs are coded as they happen. The network view is current rather than pieced together from templates weeks later.
We negotiated an approved supplier list and nobody at store level follows it.
Preferred vendors and their negotiated terms sit on the vendor record that units order from, and off-list orders show up in the same period they're placed.
The products that do the work.
Each product works on its own, and when you run two, the same record carries from the receipt to the ledger entry.
Accounts payable
Accounts payable automation that reads each supplier invoice, codes it and matches it to the purchase order before anyone is asked to approve payment.
Accounting automation
Accounting automation software that codes each transaction and posts the journal entry to your accounting software the day it happens.
Expense management
Capture receipts, categorize expenses and check policy compliance as expenses are submitted.
FAQ
Frequently asked questions
What people ask us before they sign up.
The franchisee sees their own books, and the franchisor sees the network at the level the franchise agreement allows. That separation is built into how accounts are structured; it isn't a filter someone has to remember to set.
No, although the more locations use it, the more comparable the network view gets. Most networks start with corporate-owned locations and bring franchisees on once the reporting is settled.
You can share categories and policy across the network so the same cost gets coded the same way at every location. Without that shared definition, a roll-up is just adding up numbers that don't match.
No. Smartbills covers the cost side: supplier invoices, purchasing, expenses and posting to the ledger. Royalties are calculated on sales and stay in whatever system handles them today.
From the app, with a photo of the receipt or the email it came in. The expense is checked against the network's policy, approved by the right person and posted to that location's books with the receipt attached.
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Compare locations without the monthly template
Put a few locations on one policy and one chart of accounts, then look at the roll-up.