The Supply’d Expense Module keeps a sharp eye on every dollar spent on products and materials - so you don’t have to.

Here’s how Supply’d makes buying (and paying) a breeze:
Create & Send a PO: Start by raising a Purchase Order in Supply’d - scan, tap, or use Smart Order. Inventory “On Order” updates instantly. (how to scan, how to tap, )
Receive Goods Like a Pro: Scan deliveries as they arrive. Instantly check quality and quantity against your PO, and update inventory in real time. (, )
Supplier Invoice Arrives: Invoices land in Supply’d via email, photo, or upload invoice - no paper chase required. (, , )
Match & Reconcile: Supply’d auto-matches invoices to received goods, flagging price changes or errors before they become headaches. ()
Send to Accounting: Validated invoices shoot straight to your accounting system (Xero or MYOB) for payment.
Track Payments: Supply’d tracks payment status and marks bills as “Paid” once confirmed - POs close out automatically. ()
Spot-on COGS: Know your true costs, always.
Automagic 3-Way Matching: PO, goods, and invoice - checked!
No More Manual Chasing: Automated approvals and processing.
Real-Time Inventory: Always up to date.
Products/items set up with correct units ().
Supplier list with payment terms ().
Accounting integrations ().
POs for all purchases ().
With Supply’d, your procure-to-pay process is streamlined, accurate, and a little bit smarter. For detailed how-tos, check out our .
Cash Flow Clarity: See what’s coming up, plan with confidence.
Accurate goods receipts (how-to).
User roles & permissions (how-to).
Managing expenses in Supply’d helps track costs in real time, optimise spending, and gain insights into financial performance, leading to more informed decision-making and improved profitability.
Supply’d simplifies and tracks purchase order payments, ensuring accuracy and supporting audit readiness.
Managing supplier payments is a key step in the procurement process. In Supply'd, payments for purchase orders (POs) are recorded after reconciliation to ensure accuracy and maintain financial control.
👉 For details on how to reconcile in Supply'd, see the Reconciling Purchase Orders document.
This guide outlines how to manage payments for purchase orders in Supply'd.
Once complete, the invoices will be marked as and moved to the Completed tab.
This action will also trigger synchronisation with any integrated platforms, such as Xero or MYOB.
This page covers just one part of the procure-to-pay process.
👉 For a full overview, refer to the document.
Click the appropriate date to view the list of invoices scheduled for payment on that day.
If needed, use the filter function (the 3 lines in the top right corner) to locate specific supplier, supplier group, location, or date range.
You can view the list for All, Unpaid or Paid using the Payment Status drop-down menu.
When reconciling purchase orders in Supply'd, users can easily verify payments, track order statuses & resolve discrepancies, streamlining the reconciliation process for better financial clarity.
Reconciling Purchase Orders in Supply’d helps you ensure that what was ordered matches what was received and invoiced. This process allows you to confirm quantities, costs, and supplier details, making it easier to identify discrepancies, track deliveries, and maintain accurate inventory and financial records.
This document will guide you through reconciling your purchase orders, including:
When you select Expenses from the main menu, the Expenses page will open. At the top, you'll see four tabs - Reconcile, Payments, Completed and Invoice Files.
The Reconcile tab lists purchase orders not yet reconciled.
A dot next to the order status - - indicates that the invoice has been uploaded, or matched by Supply'd Intelligence, for that order.
The Invoice Files tab displays a list of files that have been uploaded.
Invoice files will have colour-coded statuses beside them:
- The invoice has been matched to the order, but not yet reconciled.
The Payments tab displays purchase orders that have been reconciled but still have pending payments scheduled for suppliers.
The Completed tab lists purchase orders that have been paid and reconciled.
Clicking an order opens its detailed view.
At the top of the order details page, you'll see the following:
Order Date
The date the order was placed.
Order Number
Clicking on the order number will open the order to display all the details.
Supplier
Clicking on the name will open the supplier's page.
Location
The location of the order.
Invoice Number
The invoice number can be edited if required.
Due Date
The date payment is due. Clicking the field will open a calendar for you to view or change the date.
Payment Date
Clicking the field will open a calendar for you to choose a payment date. For example, you pay your invoices every Friday. You can select the Friday before the due date to schedule payment for this invoice.
Amount Payable
To total amount due for this invoice. Can be edited, if required.
When an invoice is in a foreign currency, extra fields will appear in the totals section - including Conversion Rate, Amount, Duty, and Tax on Duties - to calculate and display the correct local currency values.
Clicking on the 3 dots beside an item will bring up a menu.
Opens the Change Tax form which will allow you to change to change the line tax.
Tax* [required field]
Which tax applies to this line item on this order. Options in the drop-down menu are GST and GST Free.
Update Product
Whether or not to update the product to match the tax for future orders for this supplier. Select Yes or No from the drop-down menu.
Opens the Change Units/Cartons form, where you can change whether the item was purchased in cartons or individual units.
Ordered By
Whether this line item was ordered by the unit or by cartons. Select Unit or Carton from the drop-down menu.
Update Product
Whether or not to update the product to match the units/cartons for future orders for this supplier. Select Yes or No.
Click to apply your selections.
This will open the Edit Price form, allowing you to update the pricing accordingly.
While it is possible to edit the price from this screen, it is recommended to follow the method outlined in the document for greater accuracy and consistency.
Opens The Add Price Change form where you can update the product prices across selected sales channels. You can also choose schedule when the change takes effect.
👉 See the document for details on completing this.
If this is an ingredient or product that is used as part of a recipe in other products, this will allow you to view those products. You can then ascertain whether or not the price change will in turn affect the price of the other products.
In our example, the Pink Unicorns are used in a 3 pack of unicorns. The price for these would need to increase for us to maintain our preferred margins.
Clicking on the 3 dots at the top right of the order details, will bring up a menu:
An alternative to the button. Will finalise the reconciling process and schedule payment for the invoice.
Will open the Add Item form allowing you to add an item to the purchase order.
The selected item will be added to the purchase order, however, no stock will be added to your inventory. Please make sure you have received the additional stock, if needed, independently from adding this item to the purchase order.
Price Calculation Method
What method to use for this invoice for the line item unit price.
Sometimes invoices don’t show discounts in the unit price correctly. In those cases, when reconciling, you can change the Price Calculation Method to Line Amount & Quantity to calculate the unit price.
Unit Price: Use the unit price scanned on the invoice by Supply'd Intelligence. This is the default.
Line Amount & Quantity: Use the line amount divided by the quantity. Typically used for when unit prices do not include line discounts.
Prices are Tax Inclusive?
Whether prices in the scanned invoice are tax-inclusive. Supply'd assumes they are exclusive when scanning. Changing this setting will adjust prices based on your product settings. Select Yes or No from the drop-down menu.
Unpaid or Paid
Will mark the order as either "Paid" or "Unpaid".
Completed
Will mark the order as "Completed".
Will refresh the page, much the same as clicking "Click here to refresh" above.
Supplier
Clicking on the field will bring up a list of your suppliers. Select the suppliers you would like to reconcile.
Supplier Group
Clicking on the field will bring up a list of your supplier groups. Select the supplier group you would like to reconcile.
Order Status
Clicking on the field will bring up a list of order statuses. Select the applicable statuses you would like to filter.
Location
Clicking on the field will bring up a list of your locations. Select the applicable location you would like to filter.
Order Date Range
Clicking on the field will bring up a calendar. Select an order date you would like to filter.
The lists under the Payments and Completed tabs can be filtered in the same way but will not have the Order Status field.
This page covers just one part of the procure-to-pay process.
👉 For a full overview, refer to the document.
An envelope next to the invoice file - - indicates that the invoice was matched via the Invoice Inbox (see Managing Suppliers).
If a photo invoice was uploaded when the purchase order was received, or if the supplier sent the invoice to the Invoice Inbox, Supply'd will automatically attempt to match it to the order.
If no invoice was matched, you can upload it on this page. In the top right, you will see . Click this to upload the invoice for this order.
The Attach File form will open.
Choose the file to upload. Click to upload the invoice to Supply'd.
The invoice will appear next to the order details.
On the reconcile screen, you may see an button. This button only appears if the supplier has unmatched invoices in the system.
Clicking this button will open the Attach Invoice page, allowing you to select an invoice and attach it to the purchase order.
Supply'd will scan the invoice to identify discrepancies with the order. During this process, "PROCESSING" will appear with a yellow background at the top of the invoice.
Once Supply'd has finished scanning the invoice, you will be asked to refresh the page. Click where it says "Click here to refresh".
"SCANNED" will appear across the top of the invoice with a blue background.
Please note that this process may not be 100% accurate and scanning errors may occur, so it's important to manually verify as well.
In the example provided, the quantities received align with the invoice, indicated by the '=' symbol with a blue background. All prices match except for one discrepancy.
In our example, Supply'd have picked up a discrepancy in the price of the Pink Unicorns. The purchase order says they are $1.25 each while the invoice has them at $1.35, an increase of 8%. At this price, the margin has decreased from 31% to 26%, falling below our preferred margin of 30%, as highlighted with a yellow background.
If this is a price increase, you can update the product’s buy price by ticking the Update Product Buy Prices box at the bottom left. You can also use the Update Batch Cost of Goods feature to update costings for specific batches.
👉 See Step 6 - .
You can update your sale price by clicking the three dots next to the product to open a menu, then selecting Edit Pricing.
👉 See below.
Perform any additional actions.
👉 See Additional Options for Order Items and Reconciling Purchase Orders below.
If a product in your order has a price increase, you can update its buy price in Supply’d by selecting the Update Product Buy Prices checkbox at the bottom left.
If you only need to adjust costs for certain batches, use the Update Batch Cost of Goods feature instead. This lets you update pricing at the batch level without changing the overall product buy price.
Update Product Buy Prices
This option automatically updates the default buy price of a product based on the actual price paid on a recent invoice. It keeps your product costs current without you needing to track every change manually.
Update Batch Cost of Goods
These features save time and reduce errors by automatically updating costs from supplier invoices. It’s ideal for managing large inventories, tight margins, or changing supplier prices - helping you make smarter decisions with less manual work.
