Providing Solutions
to Help Trusts Grow

SaphScan is a software solution by Artopian Ltd, purpose-built for multi-academy trusts (MATs). It streamlines procurement and payment processing across schools – simplifying admin, cutting costs, and strengthening financial control at trust level.

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Our Services

Finance Process Automation with SaphScan

Take the manual effort out of your finance process. SaphScan automates invoice matching, reconciliation, and approvals — helping your trust grow without adding admin overhead.

SaphScan supports automation at key stages of the procure-to-pay process, reducing the manual effort at each step.

We help you:

  • Reconcile invoices against delivery notes, purchase orders, and requisitions.
  • Streamline approval workflows for requisitions and invoices, supporting faster purchasing and efficient payment processing.
  • Maintain a clear audit trail, with transparency and accountability built in.

Key Benefits:

  • Reduces manual workload.
  • Supports trust growth without expanding headcount.
  • Strengthens financial control across schools.
  • Free up your team to focus on higher-value, strategic work.

Procurement Intelligence with ItemBook

Bring order to your procurement. Itembook helps standardise how staff across your trust raise requisitions, while giving finance teams the insights they need to manage spend and maximise value.

ItemBook creates a central record of every item ever purchased, including supplier, price, and quantity history. This helps staff raise accurate, consistent requisitions and enables smarter procurement decisions.

We help you:

  • Standardise requisitions across schools and departments.
  • Track spend patterns, including historic prices, quantities, and supplier data across schools.
  • Generate insights and recommendations, supporting more informed decisions at trust and school level.

Key Benefits:

  • Raise requisitions quickly and consistently.
  • Identify trends and opportunities in spending.
  • Encourage use of preferred suppliers.

Faster, Smarter Payments with Open Banking

Modernise how you pay. We integrate Open Banking directly into your accounting software, allowing you to initiate payments from within the system, access real-time bank data, and simplify reconciliation.

Most finance systems only allow you to mark bills as paid on the ledger, without actually invoking the payment from a bank account. Our Open Banking integration changes that.

By connecting your accounting software to your bank, we enable secure payment initiation, access to live transaction data, and automated reconciliation — all within your existing workflow.

We help you:

  • Automatically initiate supplier payments securely through Open Banking.
  • Automate bank reconciliations using real-time transaction data.
  • Maintain real-time control over what gets paid and when.
  • Improve visibility of pending, approved, and completed payments.

Key Benefits:

  • Save time on payment runs and bank reconciliations.
  • Reduce the risk of payment errors.
  • Give your team full oversight of the payment process.

Trusted by MATs

Deep Industry Experience

Backed by decades of experience, SaphScan
combines input from software and finance
industry leaders to deliver practical, modern
automation

Consulting Expertise

Emerging technology is used to streamline and modernise finance workflows. Deployments are guided by technology consultants to ensure seamless integration with existing operations.

Tailored for Trust Operations

Developed with MAT finance teams, SaphScan
supports consistent processes across the trust
while respecting the operational independence of each school.

Training & Support

We provide full training on new workflows and offer hands-on support after rollout to ensure a smooth and confident transition into automation.

Gradual Rollout

Automation is introduced step by step, allowing teams to build confidence, measure results, and gradually scale up at a pace that suits them.

Bespoke Services

Every trust is different. Where needed, we develop tailored features beyond our core offering to meet unique operational needs across the organisation.

Trusted Partners

1 Wayside Walk
Harrogate
HG2 8NN

jordan@artopian.co.uk
+44 7851 263900

Artopian Ltd
Registered in England and Wales
Company No. 15005792