A month-end checklist with only real decisions
Capture runs all month and exceptions are grouped by cause. Your month-end list holds the items that actually need someone to decide.
Smartbills applies one limit, one approver, one category and one evidence rule to expenses, cards, subscriptions and supplier invoices alike.
One policy across cards, claims and invoices
Thresholds, categories, required documents and approvers are defined once and apply to card spend, out-of-pocket claims, subscriptions and supplier invoices alike.
- Rules by amount, category, cost centre, entity and role
- Same enforcement whichever way the money leaves
- Violations grouped by the rule that caught them
Every subscription renewal seen before it bills
Each subscription gets its own virtual card with its own limit. A price increase is declined at the card before it can slip through, and every renewal date is listed with its notice window.
- A card per subscription, with its own limit
- Renewals and notice deadlines for the next 90 days
- Price changes since the last renewal flagged
Why teams switch
The same control, set up in four systems, behaves four ways.
We configure the same spending control in four systems and get four different behaviors.
One set of policy rules covers cards, claims, subscriptions and supplier invoices. A threshold means the same thing everywhere, and violations are grouped by cause instead of by system.
Nobody in the company can tell me what we're actually paying for every month.
Recurring charges, renewal dates and price changes sit in one list, whichever card happened to buy them, and the next ninety days of renewals are visible while there's still time to cancel.
Onboarding one new hire means four tools and a checklist, and offboarding is a hope that nothing was missed.
One account carries the person's role and limits across every spending channel, and offboarding revokes all of it in a single step.
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.
Subscriptions
A subscription tracker that finds every recurring charge on your cards and warns you about free trials and price increases.
FAQ
Frequently asked questions
What people ask us before they sign up.
Usually, yes. Smartbills reads card and bank feeds and syncs to your ledger, and capture and policy can run over an existing card program or payment rail. Consolidating everything is worth more, but you don't have to start there.
Rules can target amount, category, cost centre, entity and role. When the merchant is on the network and the line items exist as data, a rule can target a single line, which is what makes something like a no-alcohol rule on entertainment actually enforceable.
The technical work takes days: connect the ledger, map categories, set thresholds, invite the team. What takes real time is agreeing on those thresholds internally, and no software shortens that part.
Yes. Roles control what each person can view and approve. Employees never need access to the accounting system, because only coded, approved entries reach it.
Get started
Bring the expense policy you already have
Load the rules you've already written and see how many of them Smartbills can apply without anyone checking by hand.