The expense & petty-cash platform for multi-venue operators
Staff snap receipts on the phone. AI reads the supplier, total and VAT. Managers review, approve and reconcile in the web console — and export clean, audit-ready figures to the accountant. One organisation, every venue.
Every surface, from capture to close
Recreations of the real VenueLedger interface — the web console for finance and oversight, the mobile app for capture in the field.
One platform, sixteen working surfaces
Four web modules for finance, oversight and compliance — plus a full field-capture app. Nothing bolted on, nothing half-built.
Setup & Administration
Get the org, its venues and its people set up once.
- Organisation Setup — entity, VAT no., fiscal year, threshold
- Venue Management — sites, managers, status, spend-to-date
- User Management — invite by email, set role & venue access
- Roles & Permissions — the fixed four-role matrix
- Account Settings — preferences, password, security
Daily Operations
The review and approval work of every shift.
- Expense Review Queue — filter, or work it as a kanban by stage
- Approval Workflows — manager decides; Admin signs off over threshold
- Petty Cash Oversight — float balance and transaction log per venue
- Supplier Management — the list that builds itself, with YTD spend
Financial Records
The books, the tax view, a clean handoff.
- Ledger Management — entries by venue/account/date, edited in place
- VAT & Compliance — VAT collected and due, by venue and period
- Accounting Exports — CSV or Excel, full columns, with history
Oversight & Reporting
See the trend, pull the report, prove the change.
- Analytics — spend, categories, venue comparison, approval time
- Reports — P&L, VAT, venue comparison, compliance; schedulable
- Audit Trail — every field change: who, when, before → after
Mobile capture app · iOS & Android
What the field team touches — capture, AI, tracking.
- Scan Receipt — camera framing guide, or gallery upload
- AI extraction — supplier, date, total and VAT, read for you
- Review & correct — every field editable, low-confidence flagged
- Bulk capture — shoot a stack, auto-submit in one pass
- Track to decision — Submitted → Approved / Rejected / Needs info
- Fix & resubmit — corrections stay linked to the original
- Petty cash logging — amount, note, category, receipt enforced
- Approve on the move — approve, reject or query with a comment
- Notifications — outcomes, new approvals, low-balance alerts
- Biometric app-lock — Face ID / fingerprint, keychain tokens
- Multi-venue switcher — one tap to change site
- Offline-tolerant — capture now, submit back on signal
From shoebox to submitted in about ten seconds
Point the camera. The app reads the supplier, total and VAT, flags anything it’s unsure about, and leaves the final say with the person holding the receipt. Submit, and it’s in the manager’s queue before the delivery driver has pulled away.
- AI does the typing. Azure Document Intelligence extracts the fields; staff just check them.
- Honest about uncertainty. Low-confidence values are flagged amber, never silently trusted or blocked.
- Locked to the person. Biometric app-lock and encrypted token storage — face and fingerprint data never leave the device.
How a receipt becomes a clean line in the books
1 · Capture
Staff photograph receipts in the mobile app as they spend. AI fills in supplier, total and VAT on the spot; the person checks and submits.
2 · Review & approve
Managers work one queue — approve, reject or request information. Anything above the org threshold also needs Admin sign-off.
3 · Reconcile & export
Finance reconciles petty cash, checks VAT, corrects entries in place, and exports a clean CSV or Excel file for the accountant.
Four roles, one strict hierarchy
Permissions are fixed and enforced everywhere — the same screen simply shows fewer actions to a role that can only watch.
| Role | Web | Can do | Can’t |
|---|---|---|---|
| Organisation Admin Top of the hierarchy |
Full | Org, venue and user setup · full financial visibility · sign-off on high-value expenses | — |
| Venue Manager Reports to Admin |
Scoped | Review & approve expenses for assigned venues · oversee petty cash | Org/user administration · cross-venue financial control |
| Auditor Internal review or external accountant |
Records | Full read/write on ledger, VAT, suppliers and expenses · every change audit-logged | Approve or reject expenses · any admin function |
| Staff Reports to Venue Manager |
None | Capture, submit and track expenses · log petty cash — mobile only | Any web access at all |
Built to survive an audit
Everything is logged
Every edit and decision — ledger corrections included — writes a field-level entry with actor, timestamp, before/after and reason.
Device-side biometrics
Face ID / fingerprint unlock with sign-in tokens held in the OS keychain. Biometric data never reaches our servers.
Role-enforced, not role-suggested
RBAC is checked on every screen and every API call — an Auditor never sees an approve button to begin with.
Receipts in Azure
Images and documents live in Azure Blob Storage; extraction runs on Azure AI Document Intelligence. No third-party resale of your data.
Get your venue spend under control
Sign in to your organisation, or ask your administrator for an invite. Staff download the app; managers work the console.