Audience: All Spendive users
Getting started with Spendive
Spendive is where your organisation raises requests, tracks spending and manages procurement in one place. This article covers your first day.
Before you start
You will receive an email invitation. Follow it to set your password and sign in.
Check the organisation name and code at the top of the left sidebar, for example Spendive Limited / SPE-IDE-4515. If you belong to more than one organisation, switch here first.
Most employees are given the Employee (Requester) role. Your role decides what you can see.
What you can do as an employee
Raise a request — Requests covers Item, Cash, Payment, Reimbursement and Purchase Requests.
Claim money back — Expenses → Expense Reports for money you have already spent, or Requests → Reimbursement for a straight repayment.
Check your wallet — Expenses → My Wallet shows your available balance, deposits and payouts.
Request a card — Expenses → Cards.
Track what you have raised — every list has an Overview tab for your records and an Action Required tab for anything waiting on you.
Raising your first request
From the dashboard, choose a Quick Action, or open the relevant page from the sidebar.
Select the Create button for that record type.
Complete the required fields. These are marked with a red asterisk.
Attach supporting documents where the form offers it.
Review the amounts, dates and category, then submit.
Track progress on the Overview tab.
Statuses you will see include Pending, Approved, Declined and Pending Payment. Approval and payment are tracked separately, so an approved request can still be waiting for money to move.
Reference numbers
Every record gets a reference you can quote when you contact support: IR- for item requests, CR- for cash, PAYR- for payment, PR- for purchase, PO- for purchase orders and RFQ- for requests for quotation. The middle number is your organisation code.
Getting help
Finding your way around Spendive
Your dashboard is the first screen you see after signing in. What appears on it depends on your role, so this article covers the standard employee view first, then the extra controls administrators see.
Reading your dashboard
Four summary cards run across the top:
Wallet Balance — funds currently available in your wallet.
Reimbursement Requests — money owed back to you.
Total Requests — everything you have raised.
Pending Requests — items still waiting on an approver.
Each card compares against an earlier period. Use the range selector at the top right (1YR, 6MN, 30D, 14D, 24H, or a custom date) to change what that comparison covers.
Quick Actions
Below the cards, Quick Actions start the five most common tasks without navigating first: Purchase Request, Item Request, Expense Report, Cash Request and Reimbursement.
The sidebar
The left sidebar groups everything else. Items with a chevron expand to show their pages.
Requests — Item Requests, Cash Requests, Payment Requests, Reimbursement, Purchase Requests
Expenses — My Wallet, Cards, Expense Reports
Projects
Procurement — Approval In Principle
Inventory — Products, Warehouses
Insights
Vendors
Press Ctrl+K (Cmd+K on Mac) or click Search in the header to jump straight to a record. The bell icon shows approvals and updates waiting on you.
Note: Your organisation name and code sit at the top of the sidebar. Check this before you start work if you belong to more than one organisation.
What administrators see as well
Administrators get a wider dashboard and more menu items:
A Company Insights / My Workspace toggle, for switching between organisation-wide figures and their own work.
Eight summary cards instead of four: Total Payouts, Outstanding Total, Pending Orders, Number of Orders, Avg Order Value, Budget Utilization, Pending Approvals and Overdue Payments.
Eight quick actions, adding Purchase Order, Request for Quote and Bill Payment.
Panels for Overall Spending, Expenses by category, Vendor Performance, Recent Orders, and RFQs & Alerts.
Extra menu items: Budget, Accounting, Wallet, Users, Reports and Marketplace, plus the full Procurement and Administration menus.
Choosing the right request type
Spendive has five request types. Picking the right one means the correct form, approval path and accounting treatment are applied.
Quick answer
Already have the item in stock? Use an Item Request.
Need cash before you spend it? Use a Cash Request.
Need the business to pay a third party? Use a Payment Request.
Already paid with your own money? Use a Reimbursement or an Expense Report.
Need to buy something not held in stock? Use a Purchase Request.
Item Requests
For goods your organisation already holds. You add items from inventory, then choose the warehouse to source from and the delivery location. There is no free-text option, so if the item is not in inventory you need a Purchase Request instead. Reference prefix IR-.
Cash Requests
For cash advanced to you before you spend it. Enter the Amount Needed, a Reason for Request, the Date Needed and an Expense Category. A Readiness indicator shows how complete the request is across those four fields. Reference prefix CR-.
Payment Requests
For paying third parties directly by bank transfer. One request can cover several recipients, each with its own Bank, Account Number, Amount, Category and optional Project and Vendor. Reference prefix PAYR-.
Choose a Request Type from:
Merchant Payment
Employee Reimbursement
Advance Settlement
Utility Payment
Tax Payment
Payroll Adjustment
Refund
Intercompany
Other
Reimbursement
For money you have already spent from your own pocket. If you have receipts and several items to claim, an Expense Report under Expenses is usually the better route, because it separates reimbursable from non-reimbursable amounts.
Purchase Requests
For buying goods or services not held in stock. You choose a purchasing method first:
From Approved AIP — draws on a pre-approved budget allocation with predefined items, vendors and spend limits. Budget controlled, and the recommended option.
Direct Purchase — add items from inventory or as free text, for flexible ad-hoc buying outside a fixed allocation.
You then add line items with type, item and description, category, task or project, vendor, quantity, unit, unit price, discount and tax. Reference prefix PR-.
Still unsure
Pick the type that matches the business need rather than the one that is quickest. The wrong type sends the request down the wrong approval path and usually has to be recreated. If your organisation has a policy on this, you will find it under Administration → Company Policies.
Tracking requests and approvals
Every request you raise moves through the same tracking pattern, whatever its type.
Overview and Action Required
Each request page has two tabs. Overview lists your records with summary cards counting the total, pending, approved and declined. Action Required shows anything waiting on you — check it first.
Finding a record
Use Search above the list, and Filter to narrow by status or date. Item Requests, Cash Requests and Reimbursement also offer Export. Press Ctrl+K (Cmd+K on Mac) from anywhere to jump straight to a record.
What an open request shows
An approval progress bar, such as Approval 1/1, showing who has acted and when.
A Comments & Notes thread with a timeline of every action — created, submitted, approved — each timestamped.
Request details: reference, status, type, priority, department, location, required-by date and requested date.
Requester information: name, email, phone and department.
Statuses
Pending — submitted and waiting on an approver.
Approved — cleared by every required approver.
Declined — rejected. The comments thread explains why.
Pending Payment — approved, but the money has not gone out yet.
Note: Approval and payment are separate steps. An approved request is not necessarily a paid one.
If a request is stuck
A request stays pending until every required approver has acted. Check the approval progress bar to see who it is waiting on. If you cannot create or approve a request at all, your role may not include it.
Requester and approver views
Requester: Overview is the main place to follow the records you submitted. It shows summary counts, search, filters, and the create action when your role permits that request type. Approver or administrator: Action Required is the working queue for requests assigned to you. Open the record before deciding so you can review the approval timeline, supporting documents, budget or project context, and comments.
The standard Employee profile can create Item, Cash, Payment, Reimbursement, Purchase, and Expense Report records. Its Expenses menu contains My Wallet, Cards, and Expense Reports. Full Budget, Accounting, procurement-processing, inventory-management, and administration pages require additional permissions.
Need help? If the page, field, or approval action is missing, confirm the active organisation and ask an administrator to check your role and permissions. Quote the record reference when contacting support.