Supplier invoice and payment control for finance teams

Never pay a wrong invoice

From invoice to payment. Smart automation. You stay in control.

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Runs alongside Xero, Sage and Pastel — no rip-and-replace.

Control every step, from inbox to bank

Catch fraud and errors before money moves

Duplicate invoices, invalid VAT numbers and changed bank details are flagged automatically — before a payment is ever approved.

Approvals that cannot be skipped

A clerk checks the invoice, a finance manager approves it, and a CFO or MD approves the payment. No step can be bypassed.

Less admin as you grow

Invoices flow in from email, data is extracted and checks run automatically. Your team spends time on work that adds value.

Audit-ready records, always

Every check and approval is recorded. Auditors get read-only access to invoices, original PDFs and proofs of payment.

Not accounting software. Not a capture tool. Control.

Capture tools

Get invoice data into the books — then stop.

stops here
Approval tools

Route sign-off, but stay tied to the accounting system.

stops here
Your accounting system

Records what happened, but does not control the payment.

stops here
ValidPay

Runs the whole chain, inbox to bank, alongside the accounting system you already use.

InboxBank

Everything from inbox to bank, in one place

Automatic invoice capture

Invoices pulled from email or uploaded and stored in the cloud.

Email Upload Cloud archive

Automatic checks

Duplicates, VAT numbers and bank details checked against your supplier records.

Duplicates VAT numbers Bank details

Split approval workflow

Clerk check, finance manager invoice approval, then CFO or MD payment approval.

Clerk check Finance manager CFO / MD payment

Bank-ready payment batches

One payment file for the bank, with its own approval step.

payment-batch.csv Batch approved Bank upload

Full audit trail

Record every check and approval, with read-only auditor access.

Every action recorded Read-only auditor access

One platform. Every step covered.

Invoice capture and processing

Every invoice captured, stored and searchable in one place.

Validation and fraud checks

Duplicates, VAT numbers and bank details checked automatically.

Approval workflow

Segregated roles — each approver sees and signs off only their step.

Batch payments and bank upload

One approved payment file for bulk bank submission.

Audit trail and compliance

Every action recorded, with read-only auditor access.

Supplier management In progress

Verified supplier details, with a self-service portal on the way.

Works with the systems you already run

Accounting
Xero Sage Pastel
Invoice capture
Powered by QuickTask Runs alongside Hubdoc
Your bank
Bank-ready payment file for bulk upload

ValidPay sits on top of what you already run — no rip-and-replace.

Audit-ready by design. Serious about security.

  • Segregation of duties built in: the payment approver is never the invoice approver.

  • A full audit trail: every check and approval recorded.

  • Read-only auditor access to invoices, original PDFs, and proofs of payment.

  • Bank-detail-change warnings before any payment goes out.

  • Role-based access, so people only see and do what they should.

  • Data protection and POPIA compliance, with secure hosting, encryption, and backups.

Built for the whole finance team

Finance managers

Drowning in manual checks and email approvals. ValidPay gives one clear, auditable approval path.

Finance clerks and accountants

Stuck capturing and checking invoices by hand. ValidPay automates capture and checks.

CFOs, FDs, and MDs

On the hook for payments they cannot fully see. ValidPay gives a separate payment sign-off and a full record.

Accounting firms

Want control they can offer clients. ValidPay is easy to recommend and run across multiple companies from one login.

Private equity and agri businesses

High invoice volumes across entities. ValidPay handles volume and multiple companies with tight control.

Up and running without the disruption

  1. 1

    Connect

    Connect ValidPay to your inbox and accounting system.

  2. 2

    Configure

    Load your suppliers and set your approval rules.

  3. 3

    Control

    Start approving and paying, with a full record from day one.

ValidPay sits on top of what you already run, so there is no rip-and-replace.

Simple, transparent pricing

Priced for finance teams and scaled to your invoice volume. Book a demo for a quote that fits your business.

Book a demo

Questions finance teams ask

Does ValidPay replace my accounting system?

No. It works alongside Xero, Sage, and Pastel, and runs the approval and payment steps they do not.

Is my data secure?

Access is role-based, auditors get read-only access, bank-detail changes are flagged, and every action is recorded.

Which banks does it work with?

ValidPay creates a bank-ready payment file for bulk upload. Ask us about your bank and file formats.

How long does it take to set up?

It sits on top of your current systems, so there is no rip-and-replace. Most teams are up and running without disruption.

Who approves what?

A clerk checks the invoice, a finance manager approves it, and a CFO or MD approves the payment. The payment approver is never the invoice approver.

Can I manage more than one company?

Yes. Switch between companies from a single login.

Can our auditors get access?

Yes. They get read-only access to invoices, original PDFs, and proofs of payment.

Make sure your money only leaves when it should

See ValidPay run on your own invoices.

Book a demo See how it works