IT features – what they do and how they help your business
This guide describes each IT-related feature in simple language. No technical knowledge required.
Expense categories and spend policies
Track and Control IT Spend
- Create categories for software, cloud, licenses, hardware, support, and telecoms
- Assign each IT expense to a category when you record it
- Run reports showing breakdowns like "IT: Software 40%, Cloud 35%, Support 25%"
- Set rules so certain categories or amounts need approval before payment
- Require IT manager sign-off for software over a threshold or cloud spend with monthly caps
- Block expenses that go over limits or buy outside policy
- Track software, SaaS, cloud providers, and support contracts in a structured way
- Prevent overspend or shadow IT with clear visibility and controls
Why it matters
Expense categories and spend policies turn a long list of IT bills into a clear view of what you spend and who is allowed to spend it, so you can plan budgets and stay compliant.
Vendors
Centralize IT Supplier Details
- Keep details of all IT suppliers—licenses, SaaS, cloud providers, and support contracts—in one place
- Store name, contact, email, contract type (license, subscription, or support), and renewal date
- See at a glance what is coming up for renewal
- Save bank or payment details so you do not have to look them up again when paying
- Attach contracts, license agreements, or SOWs to the vendor record
- View vendor ledger with all invoices, payments, and adjustments
- See what you have paid and what is still outstanding
- Track renewals, run payables, and answer "who do we pay for this?" quickly
Why it matters
Vendors become the single source of truth for IT supplier relationships so that licenses, SaaS, and support contracts are visible and manageable in one system.
Outward payments and settlements
Pay IT Vendors and Track Renewals
- Pay IT vendors and track renewal dates and payables so you never miss a payment or overpay
- Create a payment linked to the vendor, invoice, and bank account when a vendor invoice is due
- Record date and amount for monthly SaaS bills or annual license renewals
- Payment updates the vendor ledger so balance and "what's due?" are correct
- Run payables report to see total outstanding by vendor or by due date
- Plan cash flow and prioritise which renewals or bills to pay first
- Avoid late payments and missed renewals with payment and renewal dates in one place
- Quickly answer "did we pay this license bill?" with every payment linked to vendor and invoice
Why it matters
Outward payments and settlements turn "we owe these IT vendors" into a clear, auditable process so that software, cloud, and support providers get paid on time and your books and bank stay aligned.
Proposals and contracts
Manage Software Purchases and Agreements
- Manage new software, renewals, and service agreements and convert them to invoices when approved
- Create a proposal or record the contract with vendor, scope, price, and terms
- Each proposal gets a unique number so you can match it to the contract and invoice
- Convert the proposal to an order or invoice in one step when the deal is approved
- Store who the contract is with, start and end dates, value, and renewal date
- Attach the signed agreement so anyone who needs it can open it from one place
- Link contracts to invoices to see how much you have billed versus the contract value
- Stay within agreed caps and track contract performance
Why it matters
Proposals and contracts become the bridge between "we agreed to this with the vendor" and "we invoiced (or were invoiced) and paid," so new software, renewals, and service agreements flow smoothly from approval to payment.
Chart of accounts and account ledger
Audit Trail and Cost Allocation for IT Spend
- Keep an audit trail and cost allocation for IT spend so every transaction is traceable
- Structure chart of accounts for IT-related revenue and cost (software expense, cloud expense, IT support)
- Code IT spend consistently across all transactions
- View transaction-level history: every purchase, payment, or adjustment recorded against an account
- Filter the ledger by account or by tags you use for IT categories
- Answer "what did we spend on software this quarter?" or "what cost went through this account?"
- Support auditing, compliance, and accurate reporting of IT spend by department or project
- Build IT cost allocation and reports on correct, traceable data
Why it matters
Chart of accounts and account ledger become the foundation for tracing IT cost and for audit and compliance so that your IT spend view is accurate and defensible.
Integrations and API keys
Connect Tools and Automate Workflows
- Connect to other tools and automate sync and workflows so IT and business data stay in one place
- Store API keys or connection details securely for approved integrations
- Pull or push data—syncing users from an identity provider, pushing invoices to accounting, or pulling usage from cloud providers
- Automate repetitive tasks—creating a ticket when an invoice is overdue or updating a spreadsheet when a new vendor is added
- Control which systems can talk to your data and under what rules
- Support security and compliance with centralized integration management
- Configure the integration once and the sync or workflow runs on a schedule or in real time
- Keep data consistent and workflows automated where it matters
Why it matters
Integrations and API keys turn "we use several tools" into "our tools work together" so that data is consistent and workflows are automated where it matters.
Invoices
Bill Internally or Bill Clients for IT Services
- Bill internally (chargebacks to departments) or bill clients for IT services
- Record revenue and cost in one system
- Create an invoice with line items, amounts, and tax when you provide IT services
- Send it for payment or record it for internal allocation
- Each invoice gets a unique number and is linked to the client or cost center
- Have a clear record of what was billed and to whom
- Record payment when received (client billing) or when cost is allocated (internal chargebacks)
- See what you have billed for IT services, what has been paid, and what is outstanding
Why it matters
Invoices feed into the chart of accounts and ledger so IT revenue and cost are part of the same books as the rest of the business. Having invoices in one place means internal and external billing for IT is clear and traceable.
Activity logs
Audit Trail and Compliance Tracking
- See who did what and when for audit and compliance
- Answer "who changed this?" or "when did this happen?" quickly
- System records key actions—who created or updated a vendor, who approved an expense, who sent an invoice, or who changed a setting
- View timestamp and often the old and new value for each change
- Support audit trails (what changed and by whom), compliance (evidence of who did what), and troubleshooting (what was the state before the change?)
- Open the activity log for the relevant record to see the history of changes
- Investigate errors or satisfy auditors with complete change history
- Do not rely on memory or email to explain past actions
Why it matters
Activity logs turn "something changed" into "who changed it, when, and from what to what" so that IT and business operations are auditable and compliant.
Empower your IT team.
Track spend, manage vendors, and control IT costs with clarity.