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Purchase Approvals for Schools and Academy Trusts

Stop chasing purchase approvals round your inbox.

Requestable is the purchase approval system for schools and academy trusts. Staff ask before they spend, the right people approve in the right order, and every decision is written down for you. It works alongside the finance system you already have.

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  • Built for UK trusts
  • Follows your own approval limits
  • Staff use the account they already have
The Requestable dashboard of the demonstration trust: requests awaiting approval and their value, approved spend by school and by band, approvals waiting, invoices quoting a corrected order number, and invoices ready for payment.

Our Notes on the Screen Above

  1. 1Committed spend shows the moment it is approved, not when the invoice arrives
  2. 2Every request is banded by your own approval limits
  3. 3An invoice quoting an old order number is flagged before anyone pays it

Sound Familiar?

A £600 order takes six emails and nobody can find the quote.

Most trusts run purchasing on a form, a spreadsheet and a lot of goodwill. It holds together until somebody asks a question, and then the answer lives in four different inboxes.

A Form, a Spreadsheet and Email

One Place, in Order

You chase the head for an approval you sent last Tuesday

It lands in the right person's list, and they can see it is waiting

Nobody is sure who signed off what, or when

Every approval has a name and a time against it

You find out the money is committed when the invoice arrives

Committed spend shows the moment it is approved

Someone forgot the quotes were needed above £1,000

The form asks for the quotes your own rules require

The auditor asks, and you spend an afternoon scrolling

The auditor gets a spreadsheet, in about a minute

One Order, Start to Finish

The same £600 order, without the six emails.

Every step happens in one place, and every step has a name and a time against it.

  1. Mon 09:12 1

    Asked

    Teacher

    Picks the supplier and the budget, and attaches the quote.

  2. Mon 11:40 2

    Budget Checked

    Budget Holder

    Confirms the budget covers it.

  3. Tue 08:05 3

    Approved

    Headteacher

    £600 sits in their band, so it comes to them.

  4. Tue 08:06 4

    Ordered

    Finance

    The purchase order goes out with its number.

  5. Fri 14:20 5

    Arrived

    Teacher

    Confirms the goods arrived.

  6. Wed 10:30 6

    Paid

    Finance

    Release the payment and record it.

Six steps, every one on record, and nobody had to chase anybody.

What It Does

Everything from asking to paying, without changing system halfway.

Requisitions, expense claims and supplier invoices in one place, so a purchase keeps its history all the way through.

Approvals

Staff ask on a form that already knows your rules, and the right people approve in the right order, even from a phone.

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Invoices and Payments

Invoices matched to the order they belong to, expense claims with their receipts, and the money visible before the invoice lands.

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Records and Security

A permanent history of every decision, exports for your auditor, and backups that are tested every week.

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Requestable

See It with Your Own Numbers

A demonstration is far more useful with your own schools, budgets and approval limits in front of you than with somebody else's. Send us an email, and we will set that up and walk you through it at a time that suits you.

Book a Demo

Or just ask us a question at hello@itjustworks.uk. There is no sales team to get past.