The campus sells as well as buys
Ancillary operations run registers all day. Connecting them sends each receipt out as structured data. Students get a record worth keeping and the operation gets revenue detail it can report on.
Smartbills applies funding restrictions to each administrative transaction and sends itemized digital receipts from your campus registers.
Award eligibility tested line by line
Each funding source has its own eligible and ineligible categories. An expense names the award it draws on, and an ineligible item is refused right there instead of being reversed with a journal entry months later.
- Eligibility rules held per sponsor and per award
- Checked on each line, including mixed invoices
- Expiry dates enforced before the money is committed
Approvals that follow the real org chart
Approvals route by threshold and fund instead of down one flat hierarchy. A department chair, a research accountant and a procurement officer each see only the requests that belong to them.
- Routing by threshold, fund and faculty
- Separate paths for research, operating and ancillary spend
- Every approval recorded against the authority that permitted it
Why teams switch
Grant rules get checked weeks after the purchase.
A principal investigator buys something the award does not cover, and nobody notices for weeks.
Eligibility is tested against that award’s own rules at submission, on the line rather than the invoice total.
Departmental cards are held by faculty, and how well receipts are kept reflects how busy their week actually is.
At stores that send receipts through Smartbills the itemized receipt arrives with the charge, so the department head has nothing to chase.
A sponsor audit shows up three years later asking about one line on one invoice.
The request, the approval, the receipt and the payment stay linked as one record you can retrieve in a search.
Our bookstore, food services and parking hand students a paper slip and we learn nothing from the sale.
Campus registers send digital receipts instead, which gives the operation line-level revenue detail and the student a record they'll keep.
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.
Expense management
Capture receipts, categorize expenses and check policy compliance as expenses are submitted.
Corporate cards
Coming soonCorporate cards with receipt capture, coming soon: the itemized receipt arrives with the card transaction, and each card's limit comes from your budget.
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.
Digital receipts
Digital receipt software that turns every sale at your POS into an itemized electronic receipt, hosted online and delivered by app, SMS, email or API.
FAQ
Frequently asked questions
What people ask us before they sign up.
No. Kuali, Cayuse or InfoEd manage the award itself, and Smartbills controls the spending against it. The award reference and its eligibility rules pass between the two.
No. Your student information system and general ledger stay where they are, and Smartbills posts coded entries with their receipts into the ledger you already use.
Yes, once you set them up. Eligibility is configured per sponsor and per award rather than shipped as a fixed rule set, because agency guides change and each institution reads them a little differently. Smartbills enforces the rules; you decide what they are.
They run as separate funds with their own delegated approvers, which keeps their spending out of institutional reporting while still leaving documentation an auditor can follow.
Not for purchases at stores that send receipts through Smartbills, where the itemized receipt arrives attached to the card transaction. Anywhere else they snap a photo or upload the receipt instead of filling out a report.
Through your normal software procurement process, usually starting with one faculty or one ancillary operation. We'd rather prove the capture rate on real spending than win a paper evaluation.
Get started
Try it with one faculty for a term
Pick the department with the messiest card spending, then count how many purchases end with an itemized document coded to the right award.