Buy only what's approved.
Requests get the right yes, orders go to suppliers, deliveries update your stock and every bill lands in your books.
One purchase, followed all the way to your books.
- RequestREQ-0217Flour, 20 bags
KES 48,000 · WanjikuSubmitted - ApprovalManagerBrian approved
Level 1 of 1Next - OrderPO-0142Unga Ltd
PDF emailedNext - DeliveryGRN-008820 of 20 bags
Stock +20, WestlandsNext - BillBILL-0311KES 48,000
Due 30 JuneNext - BooksJournalPayables + 48,000
Inventory + 48,000Next
Each step is one click, with the next document filled in from the last. Stock and books update on their own.
- Someone needs flour. Someone else buys it. Nobody knows who said yes.
- Then the delivery is four bags short and the same bill turns up twice.
- With Cashfin every buy is asked for, approved, ordered, checked in and booked.
Who needs to say yes?
Try a purchase against sample rules: under KES 10,000 approves itself, up to 100,000 needs a manager, above that a manager and then an admin.
KES 48,000 needs a Manager.
Who's asking?
Can people approve their own requests?
Request
Flour, 20 bags
KES 48,000
Asked by a salesperson
- 1ManagerAnother manager decidesWaiting
Approvers get a notification in Cashfin and decide from their Approvals list.
First, someone asks for it.
A purchase request with what's needed, by when, and the supplier you'd suggest.
REQ-0217Submitted
Asked by Wanjiku, Westlands branch
Ask for what you need 48k, get the right yes Approved, send the order PO-0142 and check it in 20/20 when it lands.
Every step of buying, explained.
How do I stop surprise spending?
People ask before they buy. Rules by amount decide who approves, up to five levels, by role or by name, and small buys can approve themselves.
Accountant word: Purchase requisitions and approval workflows
- Up to ten amount bands
- Approvers by role or by name
- Decide whether people can approve their own
Approval rules · purchase requests
Self-approval: admins only
Nothing gets typed twice.
A delivery raises your stock, a bill posts to your books and a payment against it shows in your cash. One entry, everywhere it belongs.
From request to books: purchase requests, approval rules, purchase orders, goods received, automatic stock updates, three-way match, supplier bills, expenses, AI receipt reading and spend reports.
Questions people ask first
- Who approves what?
- You set rules by amount. Small buys approve themselves, bigger ones need a manager, the biggest need a manager and then an admin. Up to five levels, by role or by named person.
- How do approvers find out?
- They get a notification in Cashfin and decide from their Approvals list, with the request, the amount and who asked in front of them.
- Does receiving goods update my stock?
- Yes. Check in what arrived, even part of an order, and stock goes up for that branch straight away.
- Can Cashfin pay my suppliers?
- You record each payment against its bill, so balances and books stay right. The money itself goes out from your bank or M-Pesa as usual.
- Can it read my receipts?
- Yes, through the Cashfin assistant. Send it a photo or PDF of a receipt or supplier invoice and it drafts the expense or bill for you to check and save.
- Will my accountant see all this?
- Once your accounts are set up, bills, expenses and deliveries post to your books on their own, so payables and stock value stay current.
Bring order to buying today
Free to start, no card needed. Set your approval rules in a few minutes.
