Autumn Updates

Effortlessly manage all your organisation's entities from a single, central hub.

• Centralised control: Gain real-time insight into available, committed, and unspent funds across your organisation's entities. This helps you keep financial performance on track.

• Quick insights: Instantly see pending requests, invoices, late receipts, and payables for all entities. It’s a streamlined way to stay on top of everything and cut down on errors.

The Multi-entity Hub in only available on selected plans. For more information, get in touch with us.

We're just getting started! The Multi-entity Hub is just the first step, with additional features rolling out in the upcoming quarters to simplify managing all your entities.

Available soon exclusively for our French clients, this new integration will simplify your financial management across your tool stack.

• Seamless import: Transfer your Sage 100 settings into Spendesk with just one click. This includes bank accounts, VAT details, expense accounts, and more.

• Effortless export: Move transactions, payables, and supporting documents from Spendesk directly into Sage 100’s purchase journal.

This feature will be available on selected plans. For more details on how it can streamline your processes, get in touch with us.

Experience faster and more flexible file exports with our latest updates. Our new backend service enhances the speed, stability, and scalability of exports, now supporting unlimited rows. This improvement makes handling large datasets more efficient and reliable.

Customise your export templates with new options, including retroactive template selection and additional columns for journal codes and VAT account names. These features ensure seamless integration with various accounting systems.

You can now tailor purchase journals to meet specific accounting needs with greater control and precision in financial reporting. This addresses challenges with integrating large datasets and ensures seamless compatibility with more accounting software.

Coming soon! Amortisation Dates: Soon, you'll be able to add amortisation dates and schedules directly in Bookkeep. This feature will simplify the management of prepaid expenses that span multiple periods, enhancing your bookkeeping process.

We’ve upgraded our NetSuite integration to boost your financial accuracy.

• Accounting Date feature: The Accounting Date is now the primary date used when transferring data to NetSuite, ensuring expenses are recorded in the correct accounting period. By default, the Accounting Date matches the Invoice Date, but you can now adjust it to align with an open accounting period in NetSuite, which prevents errors from closed periods and avoids export failures.

This update is only available on selected plans. For more information, please get in touch with us.

Enhance your financial accuracy by assigning unique document IDs to all payables.

This allows you to:

• Spot duplicates: Easily identify duplicate payables, preventing VAT, compliance, and financial discrepancies. This helps ensure that every transaction is accurate and prevents errors from repeated submissions.

• Ensure compliance: Unique document IDs are essential for meeting regulatory requirements. They are crucial when submitting books to governing authorities, ensuring that all records are compliant and up to date.

• Simplify audits: Auditors will often request specific payables to verify consistency and compliance. With unique IDs, you can streamline this process, making it easier to track and manage payables during audits.

This enhancement ensures that every transaction is uniquely identifiable, making your financial operations more consistent and reliable.

Simplify the creation of approval workflows by creating a single, adaptable flow that works across various teams using new roles rather than individual names, allowing for the automatic assignment to the correct person.

• Dynamic role assignment: Set up workflows with the new “Cost Centre Owner” role to dynamically assign the correct individual. A new "Reporting Manager" role is coming soon, which can be assigned manually or pulled from your HR tool.

• Simplified approval: This allows one approval flow to adapt to different teams, ensuring the right people are always in the loop with smart, role-based approvals.

• Enhanced automation: Automate workflows to empower cost-centre and reporting managers to handle approvals efficiently.

• Role assignment: All customers will be able to manually assign roles, but, once live, those with a connected HR tool can benefit from automatic "Reporting Manager" role assignments.

This feature is available on selected plans. Contact us to learn more.

We’ve enhanced your expense management with new bulk submission and approval features designed to save you time and streamline processes. Requesters and approvers can now submit multiple expenses in one go, simplifying the claim process and reducing administrative overhead.

• Bulk submission: Requesters can now bundle multiple expenses into a single claim, making it quicker and easier to manage their submissions.

• Streamlined approval: Budget owners can review and approve multiple requests at once. Requests are grouped by the requester, allowing users to review the total amount and approve all items with a single tap. For added convenience, users can also swipe to approve individual or grouped requests.

• Platform availability: While bulk submission is currently available on desktop only, bulk approval can be accessed across desktop, iOS, and Android.

These updates help make expense management more efficient and less time-consuming. For more details, please get in touch with us.

Provide greater flexibility in managing wire transfers. Account owners can authorise team members to approve wire transfers, streamlining processes, and saving time.

Key benefits include:

• Empowered team members: Give your finance team the ability to approve and pay wire transfers, allowing for more efficient management of invoices while maintaining control over who handles these responsibilities.

• Four-eyes principle: Share the responsibility to ensure that two sets of eyes always review each wire transfer, with every stage handled and tracked through Spendesk.

We're upgrading our UK mileage features to enhance how you handle business travel claims. These improvements are designed to make mileage tracking and reimbursement even more efficient.

Here’s what’s coming soon:

• Company car mileage: Soon, you'll be able to claim mileage for company cars, allowing more users to benefit from mileage expenses.

• Passenger claims: The value of a reimbursement allowance will consider whether you are travelling with another employee and include them in your claim for a better reimbursement rate.

These updates will be available on selected plans. For more details and to see if this feature is right for you, please get in touch with us.

We’re excited to introduce line itemisation for Purchase Order (PO) requests, designed to make your procurement process more transparent and accurate.

Here’s how it works:

• Detailed requests: List individual items and quantities in your PO requests to ensure clarity and reduce errors. This makes your PO requests easier to read and process.

• Seamless integration: When creating a PO request, simply click “Split into Items” to specify each item, its quantity, and value. This feature prepares your requests for a clear and detailed Purchase Order PDF.

Available on selected plans, this update streamlines your purchasing process and improves accuracy. For more information, please get in touch.

Simplify and streamline your PO process with new PO PDF generation within Spendesk, to minimise friction and ensure accuracy throughout.

Key features:

• Effortless PO PDFs: Once a PO request is approved, requestors can generate a PO PDF directly within Spendesk. This PDF will be pre-filled with the details from the PO request, including line itemisation and amounts. Requestors can also easily modify fields such as delivery address, login comments, and specific instructions.

Available on selected plans. For more details on how this feature can benefit you, please get in touch with us.

We’re introducing enhanced transparency with a new feature for tracing supplier bank changes.

Here’s what you can expect:

• Detailed history: Account Owners (AOs) and Controllers can now click the 'View History' button to access a comprehensive log of changes made to supplier bank details. This includes information on who made the changes, ensuring accountability.

• Instant notifications: Receive email alerts whenever a supplier’s bank information is updated. This feature offers immediate visibility into changes and reduces the risk of human error.

• Downloadable records: Access a downloadable history of supplier bank information, ideal for audits where proof of changes over time is required.

This feature is available on all plans, providing a robust audit trail for financial and regulatory needs. For more information, get in touch with us.

Streamline your reconciliation process with automatic linking between purchase orders and invoices.

Once the corresponding invoice for a purchase order request is received, the system will automatically identify and suggest the PO number and amount, highlighting any discrepancies if the amounts differ.

The employee who raised the PO request, will also have the corresponding invoice automatically directed to them, making your financial operations more efficient and accurate.

This feature is available on selected plans.