Whether it’s a box of toner or a three-year contract, your team makes the same simple request. Guardspend runs it through the right process — and checks it before anything is bought.
01 · TAIL SPEND
Small, frequent purchases are where control slips. Guardspend captures every request before it’s bought, checks it against approved suppliers and the market, approves it within your limits and bills it monthly.
WORKS WITH → Contract rates and approved suppliers are applied to every order automatically.
02 · SOURCING · RFI · RFP · RFQ
A quick RFQ for a one-off buy, or a full RFI and RFP for a multi-year contract. Upload a scope of work and Guardspend builds the tender, invites the right suppliers, collects and scores the responses like for like, and turns the award into a live contract.
STEP 01 OF 06
For bigger one-off projects like a CCTV and access control upgrade across six sites. Every relevant installer quotes line by line from an email link, quotes are compared item by item, and only suppliers that are NSI Gold certified, GDPR-ready and insured can win.
SOURCING, AT A GLANCE
WORKS WITH → Only suppliers that pass vendor compliance can bid, and every award becomes a live contract with its rates enforced on future orders.
03 · CONTRACT MANAGEMENT
Every supplier contract in one place — what you signed, what it costs, when it renews and whether the supplier is delivering. Guardspend reads it, checks it against your standards, negotiates it with the supplier and prepares it for signature. Then it goes live.
STEP 01 OF 05
Every key term is lifted from the document with the page it came from, then checked against your contracting standards. Conflicts go straight to the supplier.
CONTRACT MANAGEMENT, AT A GLANCE
WORKS WITH → Awarded tenders arrive ready to sign, signed contracts create the supplier’s vendor profile, and contract rates are enforced on every tail spend order.
04 · VENDOR COMPLIANCE
Agree a contract or type a supplier’s name — everything else is automatic. The right checks start, issues are flagged and sent to the supplier, fixes are confirmed, and Horizon Watch keeps checking every day for as long as you work with them.
FEATURE 01 OF 05
The right checks start the moment a supplier is added — built from your industry and the category, and tiered by how critical they are and how much you spend.
VENDOR COMPLIANCE, AT A GLANCE
WORKS WITH → Signed contracts create vendor profiles automatically, and only compliant suppliers can quote, win a tender or take a tail spend order.
05 · FACILITIES MANAGEMENT
One request process for reactive jobs and planned maintenance across every site. Statutory obligations sit in one calendar, prioritised as must do, advisable or can wait — so budget goes where it has to and deadlines never slip.
WORKS WITH → FM contractors are vetted, on contract and billed on the same monthly invoice.
Upcoming · all sites
Sample view
Fire door inspection
Due in 14 days
Water hygiene risk assessment
Due in 31 days
LED lighting upgrade
Recommended this year
Reception redecoration
No deadline
+ UNDER EVERY MODULE
Every module runs on the same policy engine, bills through the same monthly invoice and reports into the same live view.
Quote thresholds, approval limits, supplier requirements, capex coding and contract rates — checked before anything is placed.
Every purchase across every site lands on one monthly invoice — already coded by site, cost centre and GL.
Spend, savings and compliance as they happen, with variances, renewals and suspensions flagged.
Most spend is approved after the money’s gone — on a card, a receipt or an invoice nobody expected. Guardspend flips the order: every purchase is priced, checked and approved first, so the savings and the control happen up front.
Thirty minutes. We’ll walk through how your sites buy today — and what it looks like on Guardspend.
Or talk to us: hello@guardspend.com · +44 20 8050 9273
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A calendar invite with a video link is on its way to your inbox.
Whether it’s a box of toner or a three-year contract, your team makes the same simple request. Guardspend runs it through the right process — and checks it before anything is bought.
01 · TAIL SPEND
Small, frequent purchases are where control slips. Guardspend captures every request before it’s bought, checks it against approved suppliers and the market, approves it within your limits and bills it monthly.
WORKS WITH → Contract rates and approved suppliers are applied to every order automatically.
02 · SOURCING · RFI · RFP · RFQ
A quick RFQ for a one-off buy, or a full RFI and RFP for a multi-year contract. Upload a scope of work and Guardspend builds the tender, invites the right suppliers, collects and scores the responses like for like, and turns the award into a live contract.
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SOURCING, AT A GLANCE
WORKS WITH → Only suppliers that pass vendor compliance can bid, and every award becomes a live contract with its rates enforced on future orders.
03 · CONTRACT MANAGEMENT
Every supplier contract in one place — what you signed, what it costs, when it renews and whether the supplier is delivering. Guardspend reads it, checks it against your standards, negotiates it with the supplier and prepares it for signature. Then it goes live.
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CONTRACT MANAGEMENT, AT A GLANCE
WORKS WITH → Awarded tenders arrive ready to sign, signed contracts create the supplier’s vendor profile, and contract rates are enforced on every tail spend order.
04 · VENDOR COMPLIANCE
Agree a contract or type a supplier’s name — everything else is automatic. The right checks start, issues are flagged and sent to the supplier, fixes are confirmed, and Horizon Watch keeps checking every day for as long as you work with them.
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VENDOR COMPLIANCE, AT A GLANCE
WORKS WITH → Signed contracts create vendor profiles automatically, and only compliant suppliers can quote, win a tender or take a tail spend order.
05 · FACILITIES MANAGEMENT
One request process for reactive jobs and planned maintenance across every site. Statutory obligations sit in one calendar, prioritised as must do, advisable or can wait — so budget goes where it has to and deadlines never slip.
WORKS WITH → FM contractors are vetted, on contract and billed on the same monthly invoice.
Upcoming · all sites
Sample view
Fire door inspection
Due in 14 days
Water hygiene risk assessment
Due in 31 days
LED lighting upgrade
Recommended this year
Reception redecoration
No deadline
+ UNDER EVERY MODULE
Every module runs on the same policy engine, bills through the same monthly invoice and reports into the same live view.
Quote thresholds, approval limits, supplier requirements, capex coding and contract rates — checked before anything is placed.
Every purchase across every site lands on one monthly invoice — already coded by site, cost centre and GL.
Spend, savings and compliance as they happen, with variances, renewals and suspensions flagged.
Most spend is approved after the money’s gone — on a card, a receipt or an invoice nobody expected. Guardspend flips the order: every purchase is priced, checked and approved first, so the savings and the control happen up front.
Thirty minutes. We’ll walk through how your sites buy today — and what it looks like on Guardspend.
Or talk to us: hello@guardspend.com · +44 20 8050 9273