Simply Smarter Vending.

Invoices, expenses, and reimbursements — through one platform into your finance system

VendSpear processes supplier invoices, employee expenses, and reimbursements in one place. Suppliers and staff submit with guidance; your finance and procurement teams verify, approve, post to your books, and reconcile vendor tax — including full reconciliation of tax paid by vendors and checks that highlight evasion risk.

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Supplier + Operations

One Shared Process

Invoices, Expenses & Reimbursements

Any spend type

Tax Reconciliation

Full vendor tax coverage

Help & Support

In-Portal Assistance Soon

Built for Accounts Payable and Procurement

For teams that process supplier invoices, employee expenses, reimbursements, and post to your finance system — not generic file sharing.

Any invoice, expense, or reimbursement

Supplier bills, travel and expense claims, and employee reimbursements follow the same controlled path — capture, approval, and posting — without separate tools or re-keying.

Stop re-keying what teams already submit

Upload once, confirm what matters, and let approved details flow into your finance system. Whether it is a vendor invoice or an internal claim, your team is not typing it twice.

Onboarding Without the Email Chase

Collect registration, tax, bank, and compliance documents in a guided process. Review everything in one queue before vendors go live.

Full Reconciliation of Vendor Tax Paid

VendSpear is built for complete reconciliation of tax your vendors declare — matching invoices, filings, and your records so finance closes the books with confidence, not scattered spreadsheets.

Tax Evasion Verification

Spot evasion risk before you pay or claim credits — compare vendor registrations, invoice tax lines, and compliance signals to flag gaps, missing filings, and suspicious patterns.

One Platform, Two Sides

Suppliers and submitters see status and documents. Your team sees the same records in queues built for payables, procurement, and approvals — no conflicting spreadsheets.

Two Experiences, One Product

Suppliers and your internal teams work from the same records — never out of sync.

For suppliers

Supplier & Submitter Portal

Invite vendors and enable staff to sign in securely, upload documents, and submit invoices, expenses, or reimbursement requests — with clear status at every step.

For your organization

Operations Hub

Your team verifies vendors, reconciles tax, reviews alerts, works all spend queues — invoices, expenses, and reimbursements — runs approvals, and connects to your finance system.

Everything You Need to Run Vendor Operations

From first invite to posting in your finance system, with controls finance can stand behind.

Invoices, Expenses & Reimbursements

Process any spend type in one platform — supplier invoices, employee expenses, and reimbursement claims — each with the right approvals before posting.

Vendor Onboarding

Collect documents in a structured way, catch duplicate registrations, and approve vendors in a review queue before they sync to your supplier list.

Tax Reconciliation & Integrity Checks

Reconcile tax paid by vendors against invoices and records, and review evasion risk before payments and credit claims move forward.

Smart Capture for Every Submission

Guided upload and confirmation for invoices, expense receipts, and reimbursement forms — matched to orders or cost centres where your process requires it.

Queues That Match How Payables Teams Work

Separate views by spend type and approval path. Resolve disputes, exceptions, and posting issues for invoices, expenses, and reimbursements in one place.

Approvals & Delegation

Set approval levels, spending authority, budgets, and cover when someone is away. Every decision on spend is recorded for audit.

Finance System Connectivity

Sync suppliers, spend documents, payment status, and duplicate checks — configured for the finance platform your organization already uses.

Support, Built In

Coming soon: in-portal help and assisted requests that already know the vendor, submitter, and approval context.

Security Your Auditors Will Recognize

Designed for business-to-business use — separate organizations, least privilege, and a clear audit trail.

Secure sign-in for suppliers and submitters without passwords to manage
Role-based access so each person sees only what they need
Separate data for each organization; vendors see only their own records
Encrypted connections and a clear record of important actions

Each customer organization gets its own data boundary. Permissions are set in the application — not hidden in custom code — so procurement-heavy and finance-heavy companies can use the same product with different guardrails.

The Right Access for Every Role

Admins control who sees what. Vendors never see another supplier’s records.

Admin & Buyer

Full control of supplier and operations areas, user management, and access settings.

Vendor

Submit documents and invoices, track orders where applicable, and manage users in their organization.

Purchase

Work vendor lists, spend queues, and approvals without access to deep settings.

Finance

Run queues for invoices, expenses, and reimbursements — with approvals and posting controls.

Analyst

A focused desk for spend queues, detail disputes, and posting exceptions.

Employee

Submit expenses and reimbursement requests and track approval status in the portal.

Plugs Into the Finance System You Already Run

Not a replacement for your books — a focused layer that feeds them clean data.

Supplier list syncSupplier invoices, expenses, and reimbursementsFull vendor tax reconciliationTax evasion risk reviewOrder and receipt matching where requiredPreview financial impact before postingDuplicate invoice preventionAccounts, cost centres, and tax codesOutstanding items and payment status

Connections are configured per customer, so the same VendSpear setup can align with different finance environments without a new implementation each time.

Made for the Whole Team

Finance & accounts payable
One path for invoices, expenses, and reimbursements — with vendor tax reconciliation, integrity checks, and clean posting to your finance system.

Procurement
Faster vendor setup, controlled supplier spend, and less time chasing documents over email.

HR & operations
Employee expenses and reimbursements follow the same approval and audit trail as supplier invoices.

IT
Separate environments per customer and finance connections you configure per rollout — without custom development each time.

Suppliers & employees
Plain steps, visible status, and sign-in that does not require remembering a password.

Get in touch

Ready to Simplify Vendor Operations?

Walk through invoices, expenses, reimbursements, and finance posting with our team. Tell us about your roles and how you work today.