School Spend replaces email chains, spreadsheets and paper forms with a streamlined procurement system — built for UK schools and running entirely inside your Microsoft 365 tenancy. Your data never leaves your control.
Finance spends hours chasing down who ordered what, whether it was approved, and which budget it should come from. Every invoice becomes a mini-investigation.
Requests get buried in inboxes. Departments overspend because nobody checks the budget before clicking buy. Governors ask questions nobody can answer.
Spreadsheets are always out of date. Budget meetings are based on guesswork. By the time you find out a budget is blown, the damage is already done.
Purpose-built for UK schools. Integrates with Microsoft 365 — no new logins, no new passwords, just your existing school accounts.
Staff raise POs in minutes. Line items, VAT, supplier references — all captured properly. Every order tracked from request to payment.
Two-tier approval routing based on spend limits. Low-value POs self-approve, high-value ones route to the right manager automatically.
See committed spend vs budget across every department and ledger code. RAG status so you know instantly where the pressure is.
Upload invoices and the system matches them to approved POs automatically. No match? Flagged for review. Three-step sign-off before payment.
Executive dashboard, monthly trends, top suppliers, VAT summary and pending bottleneck analysis. Everything you need for governors and auditors.
Set individual spend limits per staff member. Delegates for cover. Full audit trail of every action — who approved what, and when.
Logged in with their Microsoft account. Takes 90 seconds. Supplier, budget code, line items done.
Email notification, one click to approve or reject. Bulk approvals for managers reviewing multiple POs.
Finance uploads the invoice. System auto-matches to the PO. PO raiser confirms goods received.
Full audit trail, matched invoice, budget updated. Ready for your finance system or BACS run.
School Spend has no servers. No database. Everything lives in your school’s own SharePoint — we can’t see it, access it, or touch it.
Real-time visibility across every department, every PO, every invoice. The kind of reporting your bursar will actually use.
| PO NUMBER | SUPPLIER | RAISED BY | AMOUNT | LEDGER | STATUS |
|---|---|---|---|---|---|
| AMA280431PG | Amazon Business | Sarah Mitchell | £890.00 | WM040 | Approved |
| TES280409SW | Tesco Direct | James Harper | £245.00 | WM042 | Approved |
| WHS280437SW | Monarch Office Supplies | James Harper | £1,200.00 | WM040 | Pending |
| CAY280423PG | Clearview Furniture Ltd | Sarah Mitchell | £3,400.00 | WM044 | Pending |
| BAT280434SW | Batteries Plus | James Harper | £178.00 | WM041 | Approved |
Priced by school size. Everything included — unlimited users, full approval workflow, budget tracking, invoice matching, reporting and free onboarding. No hidden fees.