Spend control and contract management that actually fits how care homes work
Raise POs, match invoices with AI, track budgets by home, and stop contracts rolling over on autopilot - with the suppliers you already know and trust.
No setup fee. No IT team needed. Up and running in a day.
Recent purchase orders
This weekSound familiar?
Care home managers didn't train as accountants
What Purchasly does
Everything you need. Nothing you don't.
✦ Invoice matching & processing
AI matches invoices to POs and GRNs automatically.
- Suppliers upload via secure link - no account needed
- 3-way match PO → GRN → Invoice
- One-click export to any finance system
- Spot duplicates and errors instantly
PO management
Raising and approving purchase orders, simplified.
- Homes raise POs in under 60 seconds
- Auto-approved if within budget
- Approval matrix for out-of-budget requests
- Supplier emailed automatically · GRN submission
Budgets & reporting
See where the money goes, by home and category.
- Budget vs actuals by home and category
- Top overspend alerts
- Supplier performance dashboard
- Spend by region and cost code
Contract management
Put an end to quiet rollovers and invisible spend. Take total control over every supplier contract, before it renews itself.
- Centralised contract library
- Renewal alerts in advance
- Autorenew prevention flags
- Preferred supplier list (PSL) management
Multi-site & access control
Set up regions, homes and the people in them.
- Regions and locations setup
- Three roles: Requestor, Approver, Admin
- Book cover for leave and holidays
- PSL and cost codes per home
- Full audit trail
Your suppliers, your choice
You decide who you work with. We just take away the admin. Local relationships stay local.
- Use your existing suppliers - no forced marketplace
- No supplier fees - ever
- Import your own budget and chart of accounts
- Manage approved supplier lists by home
A look inside
Simple screens. Serious control.
Built for care home teams, not finance specialists. Everything's where you'd expect it.
Budgets & reporting
Cumulative budget vs spend
Purchase orders
One PO, one approval trail
PO number
NB-120-00702
Supplier
Blake Activities
Total
£120.00
Approval history
- REJECTED · "This is over budget, I need further information"
- REOPENED · "Spoken to Dave and explained how this fits in with the full year plan"
- APPROVED · 10:22
Budget tracking
Budget vs actuals by cost code
| Code | Cost type | Budget | Actual | Var |
|---|---|---|---|---|
| 5000 | Food Purchases | £138,679 | £94,620 | £44,059 |
| 6201 | Advertising | £6,600 | £7,582 | (£982) |
| 7010 | Agency | £99,000 | £73,611 | £25,389 |
| 7400 | Travelling | £2,475 | £2,953 | (£478) |
Contracts
Never miss a renewal
| Supplier | Live | End date | Notice by |
|---|---|---|---|
| ACH Plumbing | Live | 12/09/2026 | 12/08/2026 |
| Meadowbrook Catering | Live | 04/02/2027 | 06/11/2026 |
| Willow Care Supplies | Live | Open-ended | - |
| Oakfield Foods | Live | 21/03/2026 | 20/01/2026 |
How it works
From PO to paid in four steps
Home raises a PO
Staff select their own supplier, add items, submit. Under a minute.
Approval
Within budget: auto-approved and emailed to supplier. Over budget: routes for sign-off.
Goods received
Staff submit a GRN. Purchasly chases the supplier invoice automatically.
AI matches & exports
Invoice matched to PO and GRN. Export to your finance system in one click. Done.
Why Purchasly
Not too big. Not too basic.
Generic accounting tools are too basic. Enterprise procurement platforms are too complex. Purchasly is built for care.
| Feature | Purchasly | Generic accounting PO tools | Generic procurement platforms |
|---|---|---|---|
| Simple for non-finance staff | Complex | ||
| Care sector–specific setup | |||
| AI invoice matching | Included | Add-on cost | |
| Contract renewal alerts | Enterprise tier only | ||
| Budget vs actuals by home | |||
| Multi-home approval matrix | |||
| Affordable for small providers | |||
| PSL and supplier management | Limited |
Average admin time saved per home, per week
Setup fee. No supplier fees. No hidden costs.
Time to go live. No IT team required.
Pricing
Simple, transparent pricing
No long contracts. No per-user fees. Cancel anytime.
Contracts Manager
Contract storage and renewal control
- Central contract storage
- Auto-renewal alerts before notice periods
- Renewal approval workflow (no contract auto-renews without sign-off)
- Supplier and contract document library
- Email reminders to owners
Full - Small Group
Up to 5 homes
- Everything in Contracts Manager
- PO raising and approval
- Budget tracking by home
- Supplier and PSL management
- AI invoice matching
- Finance system export (Sage, Xero, QuickBooks, CSV)
- Reporting by home and category
- Email support
Full - Mid Size Group
Up to 25 homes
- Everything in Small Group
- Multi-home approval matrix
- Region management
- Supplier performance reporting
- Budget vs actuals across all homes
- Group-level spend dashboards
- Priority support
Large Group
More than 25 homes
- Bespoke pricing for larger estates
- You're bound to have more custom needs - chart of accounts, integrations, SSO, onboarding
- Dedicated onboarding and account manager
- Custom integrations
- SLA-backed support
Ready to take back control?
Join care providers across the UK who've stopped flying blind on spend.
Or start a free 14-day trial, no card required.