Electronic document approval for schools

Less paper on your desk.
More time for the school.

UNISpis for schools keeps invoices, orders, purchase requests, contracts, receipts, travel orders and the school cash desk in one place. A document is entered once, passes approval by your directive and stays traceable with its full history — who decided, when and how.

  • Sign an invoice from the phone on the way from a meeting — AI extracts the data from the PDF
  • Approval by financial control rules: factual check, authorising officer, budget manager
  • A teacher photographs the field-trip receipt on the phone and the data fills itself in
Request a free demo What the app does

We prepare the demo on examples from a school environment. In 30 minutes you see the whole life of an invoice, from uploading the PDF to the budget manager's signature.

20+schools and organisations using UNISpis every day
12agendas from invoices to the school cash desk
0installations — runs in the browser and on the phone
100%of documents with a traceable history
Why now

What changes for schools from 2027

The invoice for the gym repair waits for the head teacher's signature, then the budget manager has to see it, then the accountant — and meanwhile the field-trip receipt gets lost between the staff room and the office. Sound familiar? And from 2027 new rules come on top.

1

Separated roles

The school needs a designated authorising officer, budget manager and chief accountant — and the authorising officer may not hold either of the other two roles within the same operation.

2

Provable approval

It must be possible to prove afterwards who approved what and when. A signature on a routing slip in a binder is hard to find during the founder's inspection.

3

Pressure on head teachers

Without a tool every document means hours of retyping and circling the staff room — time neither the head teacher nor the bursar has.

4

Budget under control

How much is already ordered and committed should be visible before the invoice arrives. Not only at closing.

Czech Act on Management and Control of Public Finances from 1 January 2027

Act No. 231/2025 Coll. replaces the previous Financial Control Act. UNISpis is built for it: you set the roles for your school, every operation passes through separate approval steps and every action is stored in the audit trail. Together with updated internal regulations the school gains the tools it needs for management control under the new act.

How approval works
Modules

One system for the whole school agenda

Each agenda has its module and all of them share the same approval, the same users and the same task list. Switch on only what the school uses and add more whenever you want.

Received invoices

The invoice arrives by e-mail as ISDOC or a scan. UNISpis reads the supplier, amounts and VAT by itself, verifies the supplier in the ARES register and the VAT payer register and sends it for approval to exactly those whose turn it is.

  • Extraction of supplier, amounts, due date, account and line items
  • ISDOC import and matching to an order or contract
  • Posting of the approved invoice to accounting

Receipts

A teacher buys art supplies, photographs the receipt in the mobile app and the data fills itself in. No more paper folders and searching drawers.

  • Photo in the mobile app and data extraction
  • Approval and reimbursement basis
  • Posting to the cash desk in accounting

Purchase requests

A teacher describes what needs buying or repairing. Management approves the request and one step turns it into an order — no circling the staff room.

  • A simple form without accounting jargon
  • Status tracking — the teacher sees where the request is
  • Converting a request into an order

Orders

Issue, approve and send the order to the supplier. The received invoice is linked to the order and the drawdown is visible at once.

  • Numbering series and order template
  • Approved by the same rules as invoices
  • Overview of open and used-up orders

Spending commitments

An approved spending frame for a period — energy, cleaning, teaching aids. The system watches commitments for the whole school, so no unexpected expense catches you out.

  • A frame per period with a watched balance
  • Invoices and orders linked to the commitment
  • Additional approval when exceeded

Contracts

No more hunting for contracts in binders. Approval of the text, upload of the signed version and amendments with their own history; invoices are tied to the contract and the connections are visible at once.

  • Amendments with a history of contract parameters
  • Links to invoices and drawdown tracking
  • Watching validity and anniversaries

Travel orders

Expense reports for business trips, field trips with pupils or training in a few clicks. The teacher enters the travel order, the system calculates the allowances and after approval everything is ready for reimbursement.

  • Request and approval before the trip
  • Expense report with automatic allowance calculation
  • Payroll export for all employees

School cash desk

Pupils' deposits for events, clubs and supplies. Every pupil has an account, a theatre visit for the whole class is split in one step and the drawdown is posted to accounting.

  • Pupil accounts with balances
  • Events for a class or selected pupils
  • Posting the drawdown to the accounting system

Document acknowledgement

Send directives and meeting minutes to the staff room and see who has acknowledged them. The signature sheet is no longer needed.

  • Distribution with a deadline
  • Acknowledgement in one click, even from the phone
  • Overview of who has confirmed and who has not

Issued invoices

Gym rental, meals, courses — issuing, approving and tracking payment of the invoices the school issues.

  • Numbering series and templates
  • Payment tracking
  • Creating an invoice through the public API

Cash documents

Receipt and payment vouchers of the school cash desk with the same approval and history as every other agenda.

  • Several cash desks and numbering series
  • Approval before cash is paid out
  • Posting to accounting

Internal documents

Internal operations — reallocations, prescriptions, corrections — pass through the same steps as invoices and stay traceable.

  • Your own types of internal documents
  • Approval by the configured workflow
  • History and attachments on every document

Modules are enabled as needed. Most schools start with received invoices and receipts and add orders, contracts and travel orders within a few weeks.

How it works

From PDF to a posted invoice in four steps

Shown on a received invoice — receipts, orders and travel orders follow the same path. No step ends in an e-mail or on paper.

  1. 1

    The document is entered once

    The bursar uploads a PDF or a scan, or the invoice arrives straight into the school's shared mailbox. AI extracts the supplier, amounts, due date, account and line items; they just need checking next to the preview.

  2. 2

    The supplier is verified in registers

    The data is compared with the ARES register and the VAT payer register — payer reliability and the published account. An unreliable payer or an unknown account shows up before anyone signs anything.

  3. 3

    Approval by the school's directive

    The invoice goes step by step — factual check, authorising officer, budget manager — exactly as your financial control directive says. The head teacher sees what waits for them and signs in one tap, even from the phone.

  4. 4

    Posting to accounting and the audit trail

    The approved invoice is posted to the accounting system, no retyping. The document keeps a record of who decided, when and how — including notes and attachments. At the founder's inspection it is a matter of seconds.

Features

The details that make the difference in a school's daily life

Electronic document flow is simple only until the approver's holidays, an unreliable VAT payer or a receipt without a request comes along.

AI document extraction

From a PDF, a scan or a photo of a receipt the system reads the supplier, amounts, VAT, due date, bank account and line items. The bursar only checks them next to the document preview.

Verification in ARES and the VAT register

The supplier is completed from the ARES register; for a VAT payer, reliability and the published bank account are verified. You see an unknown account before you approve the invoice.

Approval workflows by your directive

Steps, roles and limits follow the school's internal directive — differently per document book or amount. No fixed template.

Request → order → invoice

Documents are linked to each other and to contracts and spending commitments. You see the drawdown at any moment, not only at closing.

Shared invoice mailbox

Suppliers send invoices to one school address. The attachment creates a new invoice by itself and waits for a check — nobody downloads or uploads anything.

Mobile app for Android and iOS

My tasks, document preview and approval in one tap. Photograph a receipt and the data fills itself in — ideal for teachers away from the office.

My tasks and notifications

Everything waiting for you, across agendas, on one list. Alerts in the app, by e-mail and on the phone — or as a daily digest.

Approver substitution

Hand approval to the deputy head for the holidays or sick leave. Documents don't get stuck and the history shows who decided as a substitute.

Full history of every document

Who created the document, who approved or returned it and when, with what note and what changed. Nothing is deleted; everything is traceable years later — for the founder and the auditor.

Security and separated data

Every school has its own separate database. Two-factor authentication, permissions per agenda and document book, encrypted transfer and backups.

Accounting integration

Approved documents are posted to the Vario accounting system both ways. Without it the system works standalone and exports documents as ISDOC; other systems are handled individually.

Attachments and preview next to the data

The invoice PDF, a scanned delivery note or the signed contract sit on the document and open next to the form. You approve with the document in front of you.

Who it is for

Everyone in the school gets something out of it

Document flow is not one office's agenda. The application shows everyone exactly what they need — the head teacher, the bursar, the teachers and the founder.

Head teacher and deputy

Signature from the phone on the way from a meeting

  • Documents for approval in one place, even on the phone
  • Budget drawdown visible at any moment
  • Financial control that stands up to the founder
Bursar and accountant

Less retyping, more order

  • Invoice extracted from PDF, supplier verified in registers
  • The approved document posts itself to accounting
  • Pupils' deposits under control in the school cash desk
Teachers

A few screens and done

  • A field-trip receipt photographed on the phone within a minute
  • A request for teaching aids without circling the staff room
  • They acknowledge a directive in one click
Founder and auditors

Traceability in a few clicks

  • Who decided, when and how — on every document
  • Separated roles under the public finance control act
  • Several schools of one founder on one platform
Built with schools, for schools. UNISpis grew out of everyday work with school accounting and operations, and new features are added according to what head teachers and bursars really need. Direct contact with the developers, Czech support and no rigid templates.
Arrange a demo
Getting started

We guide you from the first demo to full operation

Deployment needs no server of your own and no IT administrator. We recommend starting with invoices and adding the other agendas step by step.

  1. 1

    Free demo

    Online via Teams or Meet, or we come to you. In 30 minutes you see the whole life of an invoice on examples from a school environment, and we answer your questions.

  2. 2

    Set-up together with the school

    We go through your financial control directive and set up the approval workflows, users, document books and code lists accordingly. The set-up guide makes sure nothing is missing.

  3. 3

    Pilot on invoices

    One agenda, a small group of users, quick feedback. Training takes place on the school's real documents — a few hours is enough, with no implementation fees.

  4. 4

    Expansion and operation

    Based on the pilot you add receipts, orders, contracts, travel orders or the school cash desk. Operation, backups and updates are on us.

FAQ

What head teachers and bursars ask

Every school has its own separate database, so schools' data never meet. Transfer is encrypted, sign-in can be protected by two-factor authentication and access is governed by permissions per agenda and document book. Data is in a secured cloud in the EU and backed up regularly. Records are never deleted irreversibly; the history stays readable years later.

Free demo

We would be glad to show you UNISpis

Leave us your contact and we will be in touch. We answer your questions and arrange a demo on examples from a school environment — online via Teams or Meet, or we gladly come to you.

  • We reply within one working day To the e-mail you give in the request, with a proposed date.
  • The demo is free and non-binding In 30 minutes you see the whole life of an invoice from uploading the PDF to posting in accounting.
  • We prepare a quote tailored to your school By the size of the school, the volume of documents and the modules you want to use.
Prefer to write or call directly? info@unispis.cz
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