Small business
The same checks, without the implementation project
A small finance team has the same duplicate invoices, the same price drift and the same unapplied cash as a large one, and none of the capacity to chase them. Set up against your existing accounting system and start with the process costing you most.
Small business
Two people cannot check everything, so nothing is checked twice
In a small team the same person raises the invoice, matches it, gets the approval and makes the payment — which means the separation that catches mistakes does not exist, and there is no spare capacity to build it. The checks that get skipped are the slow ones: comparing against the last order, checking the rate against the quote, confirming this supplier really did change their bank details. Those are the ones that cost money when they are wrong.
Getting started
Connected in an afternoon, not a quarter
Nothing here needs a systems integrator, a data warehouse or an internal project team. You connect the accounting system you already use and point us at where invoices arrive.
Self-serve setup
Connect your accounting system, point the invoice inbox at VapusFin, and confirm the approval rules you already work to. No migration, no parallel ledger.
No dedicated IT required
The setup steps are finance-team steps. Where a connection needs an administrator, it needs them once and briefly, and we do it with you rather than sending a specification.
Your existing approval habits, written down
Whatever you do today — one approver above an amount, the owner signing off anything capital — is configured as rules, so the process does not change on day one. It just stops depending on someone remembering.
Day to day
A queue that only contains real decisions
The point is not that software approves invoices. It is that the invoices which are obviously fine stop taking up the time of the person who should be looking at the ones that are not.
Only exceptions reach you
Invoices that match the order, the delivery and the agreed price go through. What arrives in your queue is a named disagreement with both values shown and the documents attached.
Duplicates caught before payment
The same invoice resubmitted with a new reference, or a scan of one already paid, is compared on its substance rather than its number — the check a small team rarely has time to do by hand.
Bank detail changes verified
A supplier emailing new bank details is exactly the attack small teams are targeted with. Any change is held for out-of-band verification before a payment can use it.
Discount windows tracked
Early-payment terms are read off the invoice and the deadline is tracked, so a discount is not lost because the approval sat over a weekend.
The engine
Right-sized, not cut down
The matching, duplicate detection, contract checking and fraud checks are the same ones running in multi-entity groups. What is smaller is the configuration surface — one entity, one chart of accounts, one approval chain — not the checking.
Same verification, less configuration
You are not on a reduced tier of checking. You have fewer entities and fewer chains to configure, so setup is shorter.
Room to grow into
A second entity, a second currency or a second approver is configuration when you need it, not a migration to a different product.
Start with one model
Payables is the usual starting point because it is where money leaves. Add receivables, reconciliation or expenses when the first one is running itself.
Pricing is usage-based, so a smaller volume costs less rather than buying a smaller version. The tiers and what they include are set out in one place rather than restated here — See pricing.
Questions
Frequently asked
- Do we need an ERP for this to work?
- No. A cloud accounting package is enough, and several of the common ones are in our integrations catalogue. VapusFin reads and writes where your records already live; it does not require you to move to something larger first.
- What does it cost?
- Pricing is usage-based and is set out on the pricing page, which is the single source of truth for it. We deliberately do not restate tiers here, because two versions of a price list is how a wrong one ends up on the internet.
- How much of our time does setup take?
- We will publish a measured range once we have enough deployments to quote one honestly. What we can say is what the steps are: connect the accounting system, point the invoice inbox at us, confirm the approval rules, and review a batch of your own historical invoices before going live.
- Can one person run this?
- Yes, and that is the common case. The practical benefit for a one-person finance function is that the checks which normally require a second pair of eyes are performed consistently and recorded, so the absence of a colleague is not the absence of a control.
- What if we grow into a group with several entities?
- Additional entities, currencies and approval chains are configuration on the same platform. The enterprise page describes what that looks like — it is the same system with more of it switched on, not a different product to migrate to.
Try it on last month's invoices
Send us a month you have already processed. We will show you what would have gone straight through, what would have stopped, and what we would have caught.