Mobile app

Use Spensa on your phone for ordering, document scanning, inventory, tasks, recipes, and the assistant. If Schedule, News, or Chat appears in More, open it to view your shifts, news, or team chats. Detailed invoice and POS review, Menu, billing, and team administration are available on the web.

Get the app and sign in

Use the store links on Spensa's mobile app page or the web app's Settings > Offline orders page.

1. Install Spensa and open it while connected to the internet.
2. Enter your email and password if you are a company member, or your username and password if your manager created a staff account.
3. Tap Sign in. Choose your company if asked. Staff with several assigned locations can choose their location.
4. Allow notifications if you want order reviews, supplier replies, tasks, and other updates on this phone.
5. Open the areas you will use and let their data load before working offline.

The app is for existing accounts. Ask your administrator for access if you do not have one. Company members can reset a forgotten password by email; staff who forgot theirs need a manager to reset it. See Team and permissions.

Find your way around

More lists the sections available to you. Use the star beside a section to show or hide it in the bottom navigation, within the limit shown by the app. Choose from the sections shown in More; your role determines what you can do within them.

Until you choose your own, the bottom navigation shows News, Chat, Tasks, and Orders if they are available to you. Everything else, such as Schedule or Inventory, is in More. If you pinned sections before, your choice stays; a pinned Team section from earlier app versions becomes Chat, plus News when there is room.

• Orders opens the ordering hub: All orders, Supplier Messages, Order Templates, Order Schedule, and scheduled orders.
• Tasks opens your shared tasks.
• News opens posts for your company, location, or teams.
• Chat opens your team chats.
• Teams lets managers manage teams, their members, and positions. See Teams.
• Inventory opens counts, storages, and stock activity according to your permissions.
• Scan captures invoices, delivery notes, and POS reports. Only document types you may upload are offered.
• Recipes shows recipes without prices, with ingredients only when permitted.
• Assistant is available to company members.
• Schedule is staff self-service for shifts and time off. Managers plan shifts on the web.
• Settings holds personal app settings.

To change company, open More and tap the company selector. Sign Out is also on More. Check that local work has synchronized before signing out; saved local data is cleared.

Use a tablet or an unfolded phone

On an iPad, an unfolded foldable phone, or any wide app window, Spensa uses the extra space to show more at once. The same steps work as on a phone.

• Chat, News, Supplier Messages, Tasks, All orders, and Recipes show the list on the left and the selected item on the right. Tap another item in the list to switch.
• Orders open read-only on the right for checking and approving. Tap Make changes, or tap a draft in the list, to edit the order on its own screen.
• When you enter quantities, the number pad appears beside the list instead of covering it, so more items stay visible.
• While you add items to an order, the right side shows the items already in the order. It gives way to the number pad while you type a quantity.
• During an inventory count, the storages of the count stay visible on the left. Tap a storage to switch to it.
• Orders, Inventory, and Assistant keep their navigation, filters, or chat history on the left and the main content on the right.

When you fold the phone or make the window narrow, Spensa keeps the item you had open. When you unfold it again, the list returns with that item selected.

When you hold a foldable phone partly closed like a book, Spensa splits the screen exactly at the fold. Lists, the number pad, and other content stay on one side of the fold so nothing sits in the crease. Titles move to the left side.

Write messages

Assistant chats, team chats, comments on news, and supplier replies use a compact rounded message field on the phone. Tap the field to open the keyboard. Return adds a new line; use the round arrow button to send. The field grows to show up to six lines, then scrolls inside so you can keep reading the conversation. Messages move above the keyboard and the expanding field. Drag down through the conversation to dismiss the keyboard.

Use Add files beside the field where attachments are available. Supplier replies still require you to review recipients and confirm Send; Reply all is available above the field. In Assistant, the action button can stop the current response or stop it and send your next message.

Place an order

You need a supplier with an order email, a location with delivery details, and permission to create orders. The full review and sending rules are in Orders.

1. Open Orders and tap New Order.
2. Choose the location, optionally a supplier, the delivery date, and a published template or a blank order. Without a supplier, you can add products from several suppliers; Spensa sends one order to each supplier.
3. Tap Create, enter the quantities you need, then tap Continue. On an order with products from several suppliers, the filter button lets you show only one supplier's items or only items that are Cheaper at another supplier, and the sort button can group the items by supplier.
4. Check the delivery date, items, reviewers, and Note for Supplier. On an order to several suppliers, the items are grouped in one card per supplier with its estimated subtotal and minimum order warnings. Note for all suppliers goes to every supplier; use Note only for a supplier in its card for instructions that concern just that supplier.
5. Tap Send Order and confirm, or Submit for Review when approval is required. Use Save as Draft if you are not ready.
6. Open Orders > All orders and check the status. Sent means the supplier order was sent; a queued order still needs synchronization. In Review means it needs approval.

See Failed orders when the app reports a send failure. Orders waiting locally can expire after four hours; check them when reconnecting.

Scan and upload a document

Invoice and POS scanning need permission to manage invoices. Delivery-note scanning follows delivery-note permissions. Automatic processing uses your company's monthly allowance.

1. Open More > Scan, or the Scan bottom tab.
2. Tap Scan Invoice, Scan POS Report, or Scan Lieferschein for a delivery note.
3. Allow camera access if requested. Use Document scan to capture and check page edges, Photo for a normal camera photo, or the photo/file controls for existing pages.
4. Capture every page, up to 20. Tap Done to review the scan.
5. Check that every page is readable and in order. Replace or remove incorrect pages; use Take more, Photos, or File to add missing pages.
6. Tap Upload to Spensa. If offline or interrupted, return to Saved scans to check what is still waiting.
7. Open Uploaded to check processing. Invoices and POS reports continue to their review workflows on the web. Delivery notes offer Review delivery note when a comparison needs checking; see Review a delivery note on the phone.

A delivery-note scan must contain one PDF or photos of one note. Invoice and delivery-note files may be up to 50 MB each; POS files may be up to 20 MB each. A local scan is not proof that the document was processed or approved.

Import a PDF or photos from another app

You can send an invoice, delivery note, or POS report that you already have as a PDF or photos, for example from Mail, Files, or Photos.

1. In the other app, tap Share and choose Spensa.
2. Spensa opens. If you belong to several companies, open the company the document belongs to.
3. Choose Invoice, POS report, or Delivery note. Only document types you may upload are offered.
4. Check the pages on the review screen and tap Upload to Spensa.

Share one PDF or up to 20 photos at a time. If you leave Spensa before choosing the document type, share the file again.

Recover an interrupted scan

1. Open More > Scan > Saved scans.
2. Tap Continue on an unfinished draft, check its pages, then tap Upload to Spensa.
3. For a failed upload, read the reason and tap Retry, or Retry uploads for eligible waiting uploads after reconnecting.
4. If a local file is missing, delete that saved scan and capture the document again. An exhausted allowance or revoked permission must be resolved before retrying can succeed.
5. Check Uploaded for the result.

Saved scans show a “saved until” date. They are retained locally for seven days, with the expiry refreshed by relevant edits or retries. Do not leave unfinished scans past the displayed date or sign out with important uploads still waiting.

Work without internet

Offline work depends on data already synchronized to this phone. Load the correct company, suppliers, products, templates, and storages while connected before entering an area with poor reception.

The phone keeps synchronized templates, products, suppliers, and storages available for daily work. Saved offline orders and inventory work synchronize when the connection returns. Assistant, recipes, schedule, and messages require an internet connection.

A local save, queued upload, or pending send is not the same as a completed server operation. Return online and check outstanding work before handing over the phone.

Count inventory and resolve sync issues

1. Open More > Inventory, then New entry and Count.
2. Select the location and storage. Join an existing count when appropriate.
3. Enter quantities in the displayed units. Leave an item blank if uncounted; enter zero only when you counted none.
4. Complete each storage, then review the count. Finalization needs manager access.
5. Reconnect and check that the count synchronized. If the app reports Sync issues, open them and compare the locally saved change with the current version before choosing a resolution.

Use the inventory completion and recovery instructions for finalization, conflicting changes, and stock entries.

App settings

Open More > Settings to change language, check for app updates, manage your profile photo, contact support, or change your password. The phone app offers English and German. Staff who know their current password can change it themselves; a manager handles forgotten staff passwords.

The Order Review Notifications switch controls push notifications for this device, including other notification types. Other devices keep their own setting. See Notifications.

Account and company deletion require the permissions and typed confirmation shown in the app. See Account and profile and Settings and billing before deleting anything.

Next workflows

• Orders, Order templates, and Order schedule: ordering, approvals, and reusable lists.
• Order conversations: read and answer supplier replies.
• Invoices and Point of Sale: review documents uploaded from your phone.
• Inventory: count, review, finalize, and recover unsynchronized work.
• Tasks: finish checklists and provide photo proof.
• Recipes: look up preparation instructions and permitted ingredients without prices.
• Assistant: ask questions and review proposed actions.