Built for businesses running multiple locations
Enterprise store expense management
Store Spends helps businesses control employee spending, automate approvals and digitise store expenses through a UPI-first platform — so finance sees every rupee as it is spent, not at month-end.
- UPI-first payments
- Policy-based approvals
- Store-wise reporting
Why Store Spends
Store-level spending is where financial control usually breaks
Not because finance teams are careless, but because the spend happens somewhere they are not, in amounts too small to chase and too many to ignore.
Store expenses are settled in cash
Cash floats sit outside the books until someone reconciles them by hand, usually days later.
How Store Spends addresses this: Staff pay vendors over UPI from a store balance you fund and control. The record is created at the moment of payment.
Finance has no view until month-end
Overspending is discovered after it has happened, when nothing can be done about it.
How Store Spends addresses this: Every payment appears against its store, employee, category and vendor as it settles.
Bills arrive as paper, or not at all
Missing invoices hold up GST input credit and turn audits into a search operation.
How Store Spends addresses this: Bills are photographed at the counter and attached to the payment. Anything unbilled stays on a pending list.
Approvals wait on people, not policy
A manager on leave stalls a ₹900 purchase, so staff route around the process entirely.
How Store Spends addresses this: Spending rules are configured once — per employee, per category, per limit — and applied on every payment.
Audit trails are reconstructed after the fact
Nobody can say who spent what, when, or on whose authority.
How Store Spends addresses this: Each payment carries an audit record: who made it, which policy it cleared, when it settled and the settlement reference. Funding and configuration changes additionally record who approved them.
Control does not scale past a few locations
What works for three stores collapses at thirty, and every new location adds spreadsheets.
How Store Spends addresses this: Stores, employees, categories and limits are managed centrally and applied consistently across every location.
Key features
What the platform does
These are built and running, not roadmap items. Where a capability is licensed separately or still pending a banking-partner integration, it says so.
UPI-first payments
Staff scan a vendor QR or pay a UPI ID from the store's funded balance. No cards to issue, no cash to reconcile. Settlement runs through a sandbox adapter today, pending banking-partner integration.
Policy checks at the point of payment
Limit, permitted category and available store balance are enforced before money moves — not reviewed afterwards. Funding and configuration changes carry a separate maker–checker–executor approval chain.
Role-based access
Platform roles (super admin, sales operations, merchant admin) and merchant capability profiles (merchant admin, finance operator) sit above store managers and store employees. Each sees only what their level requires.
Employee spend controls
Daily and monthly limits per employee, with expense categories inherited from their designation.
Store-wise dashboards
Balance, spend and exceptions for each location, and for the store manager, their own store in full.
Vendor management
A vendor master for the payees you use often, without restricting staff to it — any valid UPI QR remains payable.
Receipt capture
Bills are photographed on the phone at the point of purchase and attached to the transaction, with GST fields where present.
Real-time reporting
Spend by store, category, employee and vendor, current as of the last settled payment.
Audit trail
An append-only event record for every payment, funding decision, approval and configuration change, with the actor and timestamp on each entry.
Multi-store support
Built for organisations running tens or hundreds of locations under one entity, with per-store funding and balances.
Finance-friendly exports
Ledger and transaction exports in the formats a finance team already works in, with the settlement reference on every line. Export is a licensed capability — confirm it is in scope for your engagement.
Who it is for
Businesses where spending happens away from head office
The pattern matters more than the industry: many locations, small frequent purchases, staff who need to buy without waiting.
Retail chains
Consumables, housekeeping, repairs and local purchases across every branch, funded and tracked centrally.
Jewellery chains
High-value locations where every rupee leaving a store needs an owner, a policy and a record.
Restaurants and QSR
Daily produce, gas, packaging and small maintenance spend across kitchens that cannot wait on approvals.
Hospitals
Departmental purchases and facility upkeep across wings and units, with category-level control.
Hotels
Housekeeping, engineering and front-of-house spend across properties, reported per property.
Pharmacy chains
Frequent small-ticket purchases across dense store networks, with bills captured at the counter.
Distribution networks
Fuel, freight, loading and depot expenses across warehouses and field locations.
Any multi-location business
If people spend money on your behalf in places where you are not present, the same controls apply.
How it works
One payment, start to finish
The whole sequence happens at the counter, on the employee's phone, in the time it takes to pay.
- 1
Payment request
A store employee opens the app, picks a category, scans the vendor's UPI QR and enters the amount.
- 2
Policy check and approval
The platform applies the employee's limits, permitted categories and the store's available balance before anything moves.
- 3
UPI payment
The payment is executed against the settlement adapter and returns a reference. The transaction is written at the same moment.
- 4
Bill upload
The employee photographs the invoice. Bill number, date, amount and GST attach to that transaction.
- 5
Expense recorded
The spend is booked against the store, employee, category and vendor, and the store balance updates.
- 6
Reports updated
Store, finance and platform views reflect the payment — no month-end collation step.
Nothing is retrofitted. The transaction record, the approval decision and the bill are created as the payment happens — which is why the reports do not need a month-end reconciliation pass to become true.
Benefits
What changes once it is running
Measured against how multi-location spend is usually handled: cash floats, paper bills and a month-end scramble.
Reduced expense leakage
Spending happens inside limits and permitted categories, against a balance you funded deliberately.
Stronger financial control
Funding, approval and execution are separate actions performed by different people.
Faster approvals
Routine spend clears against policy instead of queueing for an individual's attention.
Complete transparency
Every payment is attributable to a person, a store and a purpose from the moment it settles.
Finance team visibility
One view across every location, with the underlying transaction one click from the summary.
Employee accountability
Staff see their own limits and pending bills, so the expectation is clear before they spend.
Security
How the platform protects your money and your records
We describe only the controls that are implemented today. Store Spends does not currently claim any third-party compliance certification, and we will not imply one. If your procurement process requires a security review, we will complete your questionnaire directly.
Secure authentication
Server-side sessions with hashed credentials. Employees sign in on a mobile number with a one-time code, and each employee account is bound to a single active device.
Encrypted communication
All traffic is served over HTTPS with HSTS. Application data is held in a managed PostgreSQL instance with encrypted connections.
Role-based access control
Permissions are enforced on the server for every request, not hidden in the interface. Scope is derived from the session, never from a parameter the caller supplies.
Audit logs
Payments, approvals, funding decisions and configuration changes are written to an append-only audit record with actor, action and timestamp.
Enterprise-grade architecture
A modular service layer over PostgreSQL, with maker–checker–executor separation on funding and change management, idempotent execution and per-entity locking.
UPI-first by design
Money moves over UPI rails to the vendor's own account. Store Spends records and controls the spend; it does not hold customer funds.
FAQ
Questions we are asked before a demo
What exactly does Store Spends do?
It manages the money your staff spend on the company's behalf at store level. You fund each store, set what each employee may spend and on what, and they pay vendors over UPI from the app. Every payment is recorded against a store, an employee, a category and a vendor, with the bill attached.
Who is it built for?
Organisations operating multiple stores, branches or locations — typically retail, jewellery, food service, healthcare, hospitality, pharmacy and distribution. It is most useful once the number of locations makes spreadsheets and cash floats unmanageable.
How is this different from a corporate card or petty cash?
Cards control the instrument; petty cash controls nothing. Store Spends controls the transaction: the category, the limit, the approval path and the bill are checked as part of making the payment, and the record exists before anyone reconciles anything.
Do employees need a company card or a bank account?
No. Employees pay from the store's funded balance using UPI on their own phone. There are no cards to issue, block or recover when someone leaves.
What happens if an employee has no network at the counter?
A payment needs connectivity to settle, as any UPI payment does. Bill capture is more forgiving: photographs are queued on the device and upload when the connection returns.
Can a store manager see what their team is spending?
Yes. A store manager sees their own store — its balance, the day's activity and recent payments across all staff at that location, with each transaction opening in full. They cannot see other stores.
How are spending limits set?
Each employee carries a daily and a monthly limit, and inherits permitted expense categories from their designation. Store managers receive all of the merchant's categories. Limits and categories are configuration, not code, and are changed centrally.
How does the bill and GST side work?
After a payment settles, the employee photographs the invoice and enters the bill number and GST amount where applicable. Transactions without a bill stay on a pending list until one is attached, so nothing is quietly forgotten.
Does Store Spends hold our money?
No. Payments move over UPI from the funding account to the vendor's account. Store Spends records, authorises and reports on the spend; it is not a deposit-taking or fund-holding service.
How long does implementation take?
It depends on how many locations and employees you are onboarding and how your approval policy is structured. Stores, employees, departments, designations and categories are imported from a template, so most of the work is agreeing the policy rather than the setup. We will give you a realistic timeline during the walkthrough.
Are payments live today?
The platform is built UPI-first and executes payments through a settlement adapter. That adapter currently runs in sandbox mode while banking-partner integration is completed, so payments behave end-to-end — policy checks, references, balances, records — without moving funds over live rails yet. Everything else (limits, approvals, bill capture, reporting, audit) operates on real data. We will tell you exactly where that integration stands when you talk to us.
Can we export data into our accounting system?
Transaction and ledger data export in standard spreadsheet formats, with the store, employee, category, vendor, bill and settlement reference on every line. Export is a licensed capability, so confirm it is included in your engagement. Direct integrations are handled case by case — tell us what you use.
How do we get started?
Request a demo. We will walk through the platform against your own structure — your locations, your categories, your approval rules — and tell you honestly whether it fits.
See it against your own numbers
The fastest way to judge whether Store Spends fits is to walk one of your stores through it. We will tell you honestly if it does not.
Request a demo
Tell us your structure — locations, categories, approval rules — and we will show the platform against it.
Book a product walkthrough
A working session for finance and operations teams. Roughly 45 minutes, no slides.
Contact sales
Commercial terms, deployment scope, security questionnaires and procurement paperwork.