Expense management software for Kenyan organisations.
Every payment request, approved and paid — end to end.
Capture supplier invoices, petty cash and cashbook payments, route them through the right approval chain, escalate on SLA, and disburse over M-Pesa — then post straight to Business Central with every document on file.
Two ledgers, one truth.
Field teams are paid on M-Pesa today. The payment reaches the ledger weeks later, if the paperwork catches up. In between, nobody can say what has actually been approved, paid and posted.
Month-end becomes a reconciliation exercise between a mobile-money statement and Business Central — done by hand, every time.
- Approvals chased on WhatsApp
A request is approved in a chat thread, the receipt is a photo on someone's phone, and neither is attached to what finance eventually posts.
- Paid in one system, posted in another
M-Pesa disbursements and the general ledger are reconciled after the fact, so the books lag reality by weeks.
- Nobody notices a stalled approval
A payment waits in one person's inbox until the supplier or the field team complains.
One request, from raised to reconciled.
Every payment follows the same governed path — and the trail stays attached to the request the whole way.
Raise a supplier invoice, petty cash or cashbook payment with attachments. Sign in with Entra ID.
Route through the chain — Head of Department, Finance Reviewer, CFO — by department and amount.
If an approval passes its SLA, durable orchestration escalates it to the next approver automatically.
On final approval, disburse over M-Pesa — B2C for reimbursements, B2B for supplier payments.
Approved finance items queue to Dynamics 365 Business Central over OData, documents attached.
Role dashboards, financial overviews and CSV exports for Submitter, Approver, Finance, CFO and Admin.
Built for the way Kenyan finance teams approve and pay.
Route every request through the right chain — Head of Department, Finance Reviewer, CFO — resolved per department and type, with a KES 10,000 threshold governing how requests are split, so every request meets the right approver and only the right approver.
Durable orchestration watches every pending approval and escalates overdue items to the next approver on its own — with an audit entry, not a chase.
Pay on final approval through the KentaPay / Eclectics Swivel gateway — B2C for petty cash and reimbursements, B2B for supplier payments — with callback and status reconciliation.
Approved finance items queue to Dynamics 365 Business Central over OData with SharePoint document links attached — no re-keying into the ledger.
Every attachment, invoice and contract stored in SharePoint Online and linked to the request — a single source of truth from capture through to audit.
Purpose-built dashboards for Submitter, Approver, Finance Reviewer, CFO and Admin, with financial overviews, trends and CSV exports — so each role sees its own queue and the CFO sees the whole picture.
Approved items pay themselves out — and land in the ledger.
Three request types, one governed workflow.
Pay vendors against invoices, routed for finance review and posted to Business Central as supplier payments.
Reimburse staff for small, day-to-day spend, captured with receipts and approved through the chain.
Direct cashbook payments captured, approved and reconciled with the same governance as every other request.
Built for Kenyan organisations that must prove every payment.
Expense management earns its place where a missing approval or receipt becomes an audit finding.
Internal expense and supplier payments under delegated authority and maker-checker, with the evidence internal audit and examiners sample.
Field teams paid on M-Pesa, with every payment traceable to its approval and receipt for donor audits.
Office payments and disbursements authorised and documented before money leaves.
Different chains per department and request type, one audit trail across the organisation.
Expense management software across East and West Africa.
The same approval chains, escalation, documents and Business Central posting serve organisations across both regions. Each page sets out the local payment rails, tax invoicing and data-protection law.
Guides for Kenyan finance teams choosing an expense management system.
Expense management software: frequently asked questions.
What is expense management software?
Expense management software replaces paper vouchers, email approvals and spreadsheets with one governed workflow: a request is raised with its documents, approved by the right people, paid, and posted to the ledger, with every step recorded. Creodata's expense management system runs that path for supplier invoices, petty cash and cashbook payments.
Is this expense management system built for Kenya?
Yes. Creodata is a Nairobi software company, and the system is built around how Kenyan organisations pay: M-Pesa B2C for staff reimbursements and petty cash, M-Pesa B2B for supplier payments, amounts in KES, and approval chains that follow department and amount. Payments reconcile against the M-Pesa callback and post to Dynamics 365 Business Central.
Can it manage petty cash and staff reimbursements?
Yes. Petty cash is one of the three request types. Staff raise a request with receipts attached, it moves through the approval chain, and on final approval the reimbursement is paid over M-Pesa B2C. The request, approvals, payment status and ledger posting stay on one record.
How do approvals and escalations work?
Each request is routed through a configurable chain, for example Head of Department, Finance Reviewer and CFO, resolved by department and request type, with an amount threshold deciding how requests are split. If an approver misses the SLA, the request escalates to the next approver automatically and the escalation is written to the audit trail.
Does it integrate with M-Pesa and our ERP?
M-Pesa disbursement is built in through the KentaPay / Eclectics Swivel gateway, with callback and status reconciliation. Approved finance items post to Microsoft Dynamics 365 Business Central over OData with their SharePoint documents linked, so nothing is re-keyed. For any other ERP, we confirm the integration path during scoping.
Is it suitable for banks, NGOs and other regulated organisations?
It is designed for organisations that must show who approved what and when: sign-in through Microsoft Entra ID, role-based queues for Submitter, Approver, Finance Reviewer, CFO and Admin, every document stored in SharePoint Online, and one audit trail from request to payment to posting. That is the evidence internal audit, external auditors and donors ask for.
Is this an EDMS as well as an expense system?
It is a finance EDMS: every invoice, receipt and contract behind a payment is captured with the request and stored in SharePoint Online, linked to the approval and the ledger entry. For document management beyond finance, Creodata's EDMS solutions cover records, retention and approvals across the organisation.
How much does expense management software cost in Kenya?
We quote per organisation. The price depends on the number of users and entities, the request types and approval chains you need, and the integrations involved. Ask every vendor for a three-year total cost on the same basis, covering licences, implementation, M-Pesa and ERP integration, hosting and support, so the quotes can be compared.
See a payment go from request to M-Pesa.
We'll walk your team through the approval chain, SLA escalation and Business Central posting on real requests.
Request a demoMore on Expense Management
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