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How it works

One request, four roles, six stages.

Follow a purchase from a vendor's first application to the accounting export.

Who does what, and when

Each role works in its own workspace. The request carries every decision, message, and file from one role to the next.

Vendor
Parent
Teacher
Processor
Vendor A vendor applies Opens the invitation link and completes pre-screening and the application.
Processor A processor approves the vendor Reviews the application and documents, then approves it.
Parent A parent requests Finds the vendor in the directory, then creates and submits a request.
Teacher A teacher approves Reviews the request and approves it.
Processor A processor buys Pays by purchase order or credit card.
Vendor The vendor gets the PO By email, with a Download button.
Vendor The vendor invoices In the vendor portal, or by email to the program mailbox.
Processor The processor reconciles Matches the invoice, then batches and exports it to accounting.

Statuses

Every request tells you where it is

Email and SMS updates go out when a request becomes pending, approved, declined, cancelled, processed, invoice matched, or received.

  1. DraftSaved but not submitted, so the parent can finish it later.
  2. PendingSubmitted and waiting for the teacher's review.
  3. ApprovedApproved by the teacher and waiting in Approved To Process.
  4. ProcessedPurchased by purchase order or credit card.
  5. Invoice MatchingThe invoice arrived, and its matches are under review.
  6. CompletedMatched and ready to batch for accounting.
  7. Declined or CancelledEither one ends the request, and both stay in the audit trail.
A request's activity panel lists when it was submitted and approved, followed by messages between a teacher and a processor.
Each request keeps its status history and messages together.

Invoices

Two ways in, one place to match

Vendor portal The vendor submits it From Ready To Invoice, the vendor selects billable items and sends them with Confirm & Submit.
Program mailbox Or the vendor emails it The app reads invoices in the program mailbox, matches them to requests by PO number, and splits PDFs that cover several orders.
A processor's Invoice Matching queue shows whether each invoice came in by email or manually, with its matching status.

See the whole flow with sample data

We walk your team through every role, from vendor approval to the accounting export.

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