Purchase request to paid invoice
- Requester raises a purchase against a budget line
- Approval routes by amount and cost center
- Approved order goes to the supplier
- Invoice is matched to order and receipt
- Matched invoice posts to the accounting system
Finance workflows built around how your money moves.
Your ledger belongs in your accounting system. The approvals, budgets and costing around it belong to your business. VYSA builds that layer and connects it to the books.
Signs the current setup is holding you back.
- “Our purchase approvals live in a reply-all thread nobody wants to search.”
- “We find out a job lost money when the last invoice comes in.”
- “Month end means three people exporting, pasting and hoping the totals agree.”
- “Staff hand in receipts in an envelope and finance types them up on Fridays.”
What it is
Most finance pain isn't in the general ledger. It is in everything around it: purchase approvals by email, expense receipts in envelopes, budgets in spreadsheets and job costs worked out after the job is finished.
VYSA builds finance operations software that matches your approval lines, cost centers, projects and reporting needs. Requests, approvals and actual costs live in one place, so finance spends less time chasing and more time advising.
The general ledger stays in your accounting system. We integrate with it rather than replace it, so postings, invoices and balances remain in the tool your accountants and auditors already trust.
Problems it solves
Approvals lost in inboxes
Purchase requests and invoices wait in someone's email, and nobody can see what is stuck or why.
Budgets in disconnected spreadsheets
Each department keeps its own version, so spend against budget is only known at month end.
Job costs after the fact
Labor, materials and subcontract costs are reconciled once the job is closed, too late to protect the margin.
Receipts and expenses by hand
Staff photograph receipts, finance re-types them and coding errors appear in the ledger.
Reports rebuilt every month
Management packs are assembled by hand from exports, and the numbers rarely match from one month to the next.
Example workflows
Live job costing
- Job is set up with its quoted budget
- Timesheets and materials post against it daily
- Variance alerts fire when costs drift
- Project manager reviews margin before completion
- Final costs sync to the ledger at close
Monthly management pack
- Ledger balances sync from accounting
- Operational data joins by site and project
- Owners add commentary on variances
- Board pack is published from one source
What VYSA might build
Approval workflows
Rules by amount, category, cost center and role, with a clear audit trail.
Budgeting
Budgets by department, site or project, with live spend against each line.
Expense management
Receipt capture, policy checks and coding before anything reaches finance.
Purchasing
Requisitions, purchase orders and supplier records tied to approvals.
Invoice matching
Supplier invoices matched against orders and receipts, with exceptions flagged.
Job costing
Labor, materials and overheads tracked against each job as the work happens.
Cash-flow views
Expected receipts and payments combined into a forward view of cash.
Management reporting
Consistent monthly packs built from agreed definitions, not rebuilt by hand.
What we integrate rather than rebuild
Commodity problems already have excellent answers. We connect them to your system instead of rebuilding them.
Accounting ledger
Your general ledger stays in your accounting system. We post approved transactions and read balances back.
Banking & payments
Payment runs and bank feeds go through your bank and established payment providers.
Payroll
Labor costs come from your payroll provider rather than a parallel calculation.
Receipt scanning
Document capture services read receipts and invoices before validation rules check them.
Tax calculation
Sales and use tax rules come from a specialist tax service, not hand-maintained tables.
What changes day to day once it’s live.
Approvals with an owner
Every request shows who has it, how long it has waited and what happens next.
Margin while it can still move
Project managers see cost drift during the job, not in the post-mortem.
A close without the scramble
Month end starts from reconciled records instead of a pile of exports.
A trail auditors can follow
Each posting traces back to the request, approval and receipt behind it.
What you own at the end.
Your finance workflows are built as an asset of the business. How code, data and infrastructure are handed over is set out in the project agreement before work begins, so there is no doubt about what you own.
Approval history and cost data stay in a structure you control. VYSA Care is available for hosting, maintenance and improvement, and it is optional. The intent is that you stay because VYSA is useful, not because your finance process is locked in.
A typical rollout
- First: approvals & purchasingPurchase requests, approval rules and orders go live against your real limits and cost centers. It stops the inbox chasing and gives every later step a clean record to build on.
- Then: costing & invoice matchingTimesheets, materials and supplier invoices start posting against jobs and orders. With approvals already structured, costs can be matched as they happen rather than after close.
- Later: budgets, cash & reportingBudgets, forward cash views and the management pack come last, built from data that is already flowing. The reports are only as good as the records beneath them.
Relevant industries
Related systems
Questions
Will this replace our accounting system?
No. The general ledger stays in your accounting system. VYSA builds the approvals, budgeting, costing and reporting around it and integrates so the books stay the single financial record.
Can approvals follow our existing delegation of authority?
Yes. Approval rules are designed around your actual limits, cost centers and roles, and can change as the business does.
Will our accountants and auditors be able to follow it?
Every request, approval and change is recorded with who did it and when, and postings to the ledger are traceable back to their source.
How long does it take?
It depends on which workflows come first and how many systems connect. After discovery we agree a phased plan, often starting with approvals before costing and reporting.
Tell us how this part of the business runs today. We’ll show you what a better system looks like.
Bring the spreadsheets, the workarounds and the tools you rely on. We’ll map what a Finance Operations built around your operation would include, what to integrate and what to retire.