Spend Management Software for Maintenance
Avoid unnecessary expenses with custom spend approvals and workflows
Features of our spend management software
Empower your team with just the right amount of spending power for their needs, so that they can get stuff done without friction or delay, while you maintain oversight to ensure they’re not overspending.
Custom Spend Thresholds
Implement custom spend thresholds by role for quotes and work orders, ensuring that expenses are approved by the right people
Invoice Approval Workflow
Choose auto-approval or multi-stage approval for invoices, streamlining the process to match the specific needs of your organization
Set Limits & Exceptions
Give vendors a “not to exceed” limit for jobs and get immediately notified if they request an exception, so that you have oversight without needing to be on-site
FAQ
What are spend controls in maintenance?
Spend controls let you set approval rules for work orders and invoices based on dollar amounts and roles. A store manager might approve repairs up to $500, but anything over that needs regional manager sign-off. This gives your team the power to fix urgent problems without creating a bottleneck, while you maintain oversight on bigger expenses.
How do custom spend thresholds work?
Custom spend thresholds work by letting you define spending limits by role or location. Field managers can approve quotes up to $1,000 automatically, regional managers up to $5,000, and corporate level reviews anything above that. The system routes approvals automatically, so a $300 repair gets done immediately while an $8,000 HVAC replacement waits for proper review.
What's a "not to exceed" limit?
It's a cap you set on vendor work orders. If you approve a repair for up to $1,500, the vendor can't bill more without requesting an exception. If they hit an unexpected problem that adds $500, the system notifies you immediately for approval instead of surprising you with a $2,000 invoice three weeks later.
Should I use auto-approval or multi-stage approval for invoices?
You should use auto-approval for invoices under your threshold that match the original quote. If a vendor quoted $400 and bills $400, approve it automatically. Multi-stage approval makes sense for large invoices, first-time vendors, or when the bill doesn't match the quote. You can mix both: auto-approve the routine stuff, require human review for exceptions.
How do spend controls prevent overspending?
Spend controls prevent overspending by creating checkpoints before money goes out the door. Someone has to actively approve spending above certain levels, vendors can't inflate invoices without triggering alerts, and your team can't accidentally approve the same invoice twice. The system makes overspending require deliberate action, not accidental clicks.
Can spend controls slow down urgent repairs?
Not if you set them up right. Give on-site managers enough approval authority for true emergencies (broken cooler during service, burst pipe flooding the kitchen), and they can green-light fixes immediately. Save the multi-level approvals for planned work or big projects where waiting a few hours for sign-off won't hurt operations.