Industry
Public money comes with appropriation, grant and program conditions that must hold when it's spent. Smartbills checks them at the transaction and keeps the record retrievable for years.
Smartbills checks each funding restriction when the request is raised, at approval and on every invoice line, on one linked record.
Fund, grant, program and cost-centre coding happens when the request is raised instead of in a month-end reallocation. Because Smartbills has the itemized receipt, the one ineligible item on a mixed invoice can be split out on its own line. The rest of the invoice isn't held up.
Delegated authority is usually well documented and loosely followed, because following it means knowing which of eleven limits applies today. Set the limits once and each request is routed to the approvals it actually needs.
Internal audit, the auditor general, a council question and an access request all get stuck on the same thing: the record is spread across four systems. In Smartbills the chain stays linked from request to payment and comes back from a single search.
Most spend software is sold with a credit card and a signup page, which isn't a route a municipality or a school board can take. We expect to answer an RFP, pass a security review before onboarding and sign terms written to your framework.
Departments that have never shared a purchasing policy, a council that asks pointed questions in public, and capital money that must not drift into operations. The municipalities page goes into that day-to-day spending in detail.
School budgets, activity and trust funds held on behalf of students, and grants that expire on a date nobody at the school is watching. The school board page covers how that money is controlled.
An arm's-length body with its own board and delegation schedule, and a parent ministry that will ask how a number was reached. The same restriction and threshold controls run against your own schedule.
Why teams switch
Our fund and grant restrictions live in a spreadsheet, and we only find out one was broken when we reconcile.
Fund, grant and program rules are checked the moment a request is raised, so an ineligible commitment is stopped before any money leaves.
Nobody remembers which procurement threshold applies, and requests keep getting approved at the wrong level.
Each request is routed at submission by its own amount, category and funding source, and the threshold that applied is stored on the record.
An access-to-information request means one person spending a week pulling evidence out of four different systems.
The request, the approvals, the invoice and the payment come back from a single search, because they were stored together in the first place.
Each product works on its own, and when you run two, the same record carries from the receipt to the ledger entry.
Capture receipts, categorize expenses and check policy compliance as expenses are submitted.
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 software that codes each transaction and posts the journal entry to your accounting software the day it happens.
Corporate cards with receipt capture, coming soon: the itemized receipt arrives with the card transaction, and each card's limit comes from your budget.
FAQ
What people ask us before they sign up.
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Tell us how your funds and delegation limits are set up, and we'll show you them applied to your own spending.