Note: This module is only available when Aspire Procure is enabled. Reach out to us if you're interested.
Only Admin users can access Spend Settings.
Configuring the Spend Request Form
On your Aspire dashboard, go to "Settings" → "Spend Settings" → "Requests" → "Form Fields".
Configure default fields — these are always present and cannot be removed, but you can:
Mark them as mandatory or optional
Edit dropdown options (e.g., the list of available categories)
Add custom fields using the types below:
Field Type | Description |
Text | Free-text input |
Dropdown | Options you define |
List | Link to Aspire objects: Vendors, Budgets, Users, Departments |
Number | Numeric input |
Date | Date picker |
Text Area | Long-form text |
Setting Up a Spend Request Approval Policy
Go to "Settings" → "Spend Settings" → "Requests" → "Approval Policy".
Configure approval rules using conditions such as:
Category — route by spend category
Spend Amount — set thresholds in your organisation's local currency
Request submitted within a budget — yes / no
Default policy (out of the box):
If the request is within a budget → approved by any Admin or the relevant Budget Owner
If the request is not within a budget → approved by Admins
Fallback: all unmatched requests require Admin approval
Available approver types:
Admins
Finance members (all roles)
Specific users
Requester's manager
Budget owner / Budget member
Note: If the requester is also a defined approver, the system will always require an independent approval — the requester cannot approve their own requests.
Who Can Issue Spend
Currently, spend issuance — converting an approved request into a card, PO, or budget — is available to Admin and Finance (Transfer + Submit) users.
With the upcoming advanced policy builder, you will be able to define who has access to issue spend requests based on rules and conditions.