An audit trail that outlasts staff turnover
The request, approvals, invoice and payment stay linked. Finding a specific purchase from three years ago means running a search instead of digging through boxes in storage.
Smartbills captures the request, the approval and the invoice as one linked record, with the department and supporting documents attached from the start.
Every request names its department
A purchase request lists the department, the supplier and the budget it will draw on. The approver knows what will be left before saying yes.
- Department, supplier, amount and reason on one screen
- Remaining budget shown before the approval
- Routing worked out from the request itself
Department budgets that include what's already committed
Each department's budget counts approved requests and open orders as well as invoices received. The number reflects what's been committed and not only what's been billed.
- Committed spend includes open purchase orders
- Tracked by department, period and project
- Alerts come before the limit is reached
Why teams switch
Nobody can say which department the spend belongs to.
Radiology and Cardiology order from the same supplier, and at month-end nobody can say which department the spend really belongs to.
Each request carries the department that raised it and draws down that department's budget. The month-end split is done before month-end arrives.
An auditor asks about a purchase from three years ago, and the request, approval and invoice are in three different places.
The request, approval, invoice and payment stay linked as one searchable record. Pulling up a three-year-old purchase takes a search, where it used to take a week.
Purchase approvals happen over email, and when someone asks who authorized a large order there's no straight answer.
Requests are routed by amount and department, and the full approval chain stays attached to the order for whoever asks later.
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.
FAQ
Frequently asked questions
What people ask us before they sign up.
Healthcare accounts payable automation reads supplier invoices for a hospital, clinic or practice, matches them against the purchase order and what was received, and routes them to the department that raised the request for approval. Smartbills keeps the request, the approval and the invoice linked on one record for audit.
Yes, and most healthcare organizations set it up that way. Each department holds its own budget, requests draw down the budget of the department that raised them, and the approver sees what's left before deciding.
The request as it was submitted, each approval with who gave it and when, the purchase order, the invoice, the match result and the payment. Smartbills keeps all of them on one record. You retrieve them together instead of from four separate systems.
For purchasing and expense records, yes; it doesn't handle clinical data. It's built around retention, access control and being able to show who approved each purchase, and anything involving patient information is outside its scope.
It catches differences between what was ordered and what arrived before the invoice gets paid. Medical supply prices change and suppliers substitute quantities, and comparing the invoice with the purchase order and the goods receipt is how those changes come to light.
Get started
Get the purchasing record right when you buy
Start with one department and see its requests, approvals and invoices as a single linked record.