Every purchase approved by the right person, in the right order.
Requestable is a purchase requisition, expense claim and invoice platform built for schools and multi-academy trusts. It follows your Scheme of Delegation, records who approved what and when in a trail nobody can edit, and hands your data back the moment you ask for it.
The problem
Most trusts run purchasing on a form, a spreadsheet and a lot of email.
It works until somebody asks a question. Who approved this? Was there budget for it? Where are the three quotes? Which invoice matched which order? Answering takes an afternoon of scrolling through inboxes, and at audit it takes longer than that.
A form and an email chain
- Approvals live in individual inboxes
- No reliable record of who saw what, or when
- Committed spend is invisible until the invoice lands
- Quote and tender thresholds rely on somebody remembering
- Answering an auditor means reconstructing the story
Requestable
- Each request routes itself by value, school and budget
- Every action is recorded and cannot be altered afterwards
- Committed spend is visible from the moment of approval
- Quote requirements are enforced before submission
- An auditor gets the whole trail as a spreadsheet
What it does
The whole journey, from asking to paying.
One platform, so a purchase does not change system halfway through and lose its history on the way.
Purchase requisitions
Staff ask before they spend. Supplier, budget, line items, VAT and the evidence your policy requires, on one form that adapts as the value goes up.
Approval chains that match your policy
Bands by value, the right approver for each school, deputies for the holidays, and a committee step where your Scheme of Delegation calls for one.
Expense claims
Staff claim back what they have already spent, with receipts photographed on a phone. Finance authorise and record the payment.
Supplier invoices and order numbers
Invoices matched to the order they belong to, purchase order numbers allocated or taken from your finance system, and mismatches flagged rather than quietly tolerated.
Budgets per school
Your own budget codes, held by named people, with committed spend against each one and nothing charged to a code that does not exist.
Governance and contracts
Items that need reporting to a local governing body or a finance committee are listed for the agenda, and anything that belongs on the contracts register is put there.
Audit history
Every action on every request and claim, in one searchable list, append-only. Nothing in it can be edited, and only a retention policy can ever remove a record.
Exports for auditors and accountants
Excel, CSV and PDF, including a purchase order document and the full audit trail. Fifteen datasets, so a question from your auditor is a download rather than a project.
Audit and control
Built for the day somebody checks.
A finance system is judged on what it can prove months later, not on how it looks on the demonstration. These are deliberate design decisions, not features that were added afterwards.
The audit trail is append-only, enforced by the database. An entry cannot be edited or removed by anybody, including us. It is not a log we promise not to touch; it is a table that refuses to be changed.
Nothing is deleted on a timer. Deletions go to a six-week bin and can be restored in full. The single exception is retiring old copies of the backup, and it never removes a record or the last copy standing.
Money is held in whole pence, end to end. No rounding drift between what an approver saw and what the invoice says.
Records point at each other by identifier, never by name. Renaming a school or a budget cannot rewrite what a past requisition said, and identifiers are never reused.
Authorisation is checked on the server, on every request. Access is default deny and read fresh each time, so withdrawing somebody's access takes effect on their next click.
A copy of everything is taken nightly, and an encrypted archive of the database with every attached document can be produced on demand and taken away.
Your data
It stays yours, it stays in the EU, and you can take it with you.
Your own database
Each trust gets its own database and its own document storage, not a shared table with your name in a column. Your records are not mixed with anybody else's.
Stored in the European Union
Both the database and the documents are created under an EU residency constraint that cannot be changed afterwards, under Cloudflare's data processing terms.
No password for us to lose
Staff sign in with their existing school Google account. We never see, hold or reset a password, and only addresses at your own domain are accepted.
Leaving is a download
Your whole record, database and documents together, exported as one encrypted file that opens without our software. No exit fee, and no need to ask twice.
Getting started
Live in days, not a term.
We set up your instance
Your own address, your own database and storage, your name and logo on it. Nothing about your trust is written into the software; it is all configuration you can change yourself.
We load your schools, budgets and approval bands
Taken from the Scheme of Delegation you already have, so the chains match the policy your trustees approved rather than a generic workflow.
Your staff sign in with Google
No new passwords and no training day. A requester sees one form; an approver sees a queue of what is waiting for them.
See it with your own Scheme of Delegation
A demonstration is more useful with your own bands, schools and budgets in it. Send an email and we will arrange one.