About This Guide
This user guide covers all features and workflows within the Spend IQ application. It is designed for procurement professionals, finance teams, and spend analysts who need visibility into organisational spending patterns, budget performance, and cost optimisation opportunities.
Spend IQ provides a centralised dashboard for monitoring procurement spend across departments, tracking budget utilisation in real time, analysing supplier relationships, and identifying savings through a structured opportunities pipeline.
Key Capabilities
Spend Dashboard
Real-time overview of total spend, budget utilisation, active contracts, and savings realised with interactive trend charts.
Spend Analysis
Department-level spend breakdowns, supplier rankings, average transaction values, and top contract identification.
Budget Tracker
Annual budget allocation with quarterly breakdowns, year-to-date tracking, variance analysis, and projected year-end spend.
Savings & Opportunities
Pipeline of identified savings opportunities with estimated values, status tracking, ownership, and due dates.
Analytics & Charts
Interactive Chart.js visualisations: department distribution, year-over-year comparisons, category trends, and savings pipeline.
AI Assistant
Built-in AI panel for natural-language queries about spend data, budget status, and savings opportunities.
Data Import & Export
CSV import/export for spend data, budget quarters, and savings opportunities. Downloadable templates for each dataset.
Notifications & Alerts
Real-time notification system for budget threshold breaches, approved savings, and flagged transactions.
Table of Contents
- 1. Quick-Start: Your First 10 MinutesPage 3
- 2. Navigation & Getting StartedPage 4
- 3. Spend DashboardPage 4
- 4. Spend AnalysisPage 5
- 5. Budget TrackerPage 6
- 6. Savings & OpportunitiesPage 7
- 7. Analytics, AI Assistant & Data ManagementPage 8
- 8. FAQ & TroubleshootingPage 9
How Do I… Quick Reference
Find the answer to common tasks instantly:
| I want to… | Go to |
|---|
| See total spend at a glance | Dashboard §3.1 (p.4) |
| Import spend data from CSV | Data Mgmt §7.3 (p.8) |
| Export data to a spreadsheet | Data Mgmt §7.4 (p.8) |
| View department breakdowns | Spend Analysis §4.1 (p.5) |
| Check budget vs actual | Budget Tracker §5.2 (p.6) |
| Find top suppliers | Spend Analysis §4.2 (p.5) |
| Track a savings opportunity | Savings §6.2 (p.7) |
| Switch to Light Mode | Getting Started §2.2 (p.4) |
| I want to… | Go to |
|---|
| Search for a supplier | Getting Started §2.3 (p.4) |
| See quarterly budget splits | Budget Tracker §5.3 (p.6) |
| View savings by type | Savings §6.3 (p.7) |
| Compare year-over-year spend | Analytics §7.1 (p.8) |
| Ask the AI about my data | AI Assistant §7.2 (p.8) |
| Check budget utilisation bars | Budget Tracker §5.4 (p.6) |
| Switch organisations | Getting Started §2.4 (p.4) |
| View notifications | Getting Started §2.3 (p.4) |
1. Quick-Start: Your First 10 Minutes
This walkthrough takes you from first login to a fully operational spend analytics environment. Follow these 6 steps and you will have imported data, reviewed your spend, and identified your first savings opportunity.
- Open Spend IQ — Launch the app in your browser. If authenticated, your organisation's data loads from Supabase automatically. If exploring, Demo Mode loads sample data so you can try everything risk-free.
- Orient yourself — The sidebar (left) holds 5 navigation pages plus the AI Assistant. The topbar (top) has the search bar, notification bell, help button, and your profile avatar. The Spend Dashboard loads by default.
- Import your spend data — On the Dashboard, click Template to download a blank CSV template. Populate it with your spend records (date, supplier, category, department, amount, status). Then click Import CSV to load the data.
- Explore the Dashboard — Review the four KPI stat cards (Total Spend, Budget Utilisation, Active Contracts, Savings Realised). Below, the Monthly Spend Trend chart and Spend by Category chart provide visual context. The Recent Transactions table shows your latest activity.
- Analyse your spend — Navigate to Spend Analysis to see department-level breakdowns, top suppliers, and average transaction values. Then visit Budget Tracker to see how actual spend compares to budget allocations.
- Find savings — Go to Savings & Opportunities to review the pipeline of identified cost optimisation initiatives. Check the Analytics page for deeper trend analysis and year-over-year comparisons.
Screenshot: Spend Dashboard Overview
Capture the Dashboard page showing KPI stat cards, Monthly Spend Trend chart, Spend by Category chart, and Recent Transactions table.
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Multiple Datasets: When importing via the Import CSV modal, use the Dataset dropdown to select what you are importing: Spend Data, Budget Quarters, or Savings Opportunities. Each has its own downloadable template.
Common Workflows at a Glance
Three workflows you will use most often:
Review Monthly Spend
Dashboard → check Total Spend & Budget Utilisation cards → review Monthly Spend Trend chart → drill into Spend Analysis for department detail.
Track Budget Performance
Budget Tracker → review quarterly breakdown table → check variance column → review utilisation bars per department.
Identify Cost Savings
Savings & Opportunities → review pipeline table → check estimated savings, owners, and due dates → view Savings by Type summary.
Screenshot: Import CSV Modal
Capture the Import modal showing dataset selector, drag-and-drop zone, template download link, and import mode options (Replace / Append).
2. Navigation & Getting Started
Spend IQ is accessed via your web browser. No installation is required. The application supports both authenticated (Supabase) and demo modes.
2.1 Layout Overview
The application uses a fixed sidebar (left, 280px) + topbar (top, 85px) layout. The sidebar holds 5 navigation items (Dashboard, Spend Analysis, Budget Tracker, Savings & Opportunities, Analytics) plus the AI Assistant trigger. The topbar holds the global search bar, notification bell, help button, and user profile widget.
Screenshot: Full Application Layout
Annotated capture showing: (1) Sidebar with nav items, (2) Topbar with search, bell & profile, (3) Main content area, (4) Theme toggle, (5) App Switcher logo.
2.2 Theme Toggle (Dark / Light Mode)
Click the moon/sun icon at the bottom of the sidebar to switch between Dark Mode and Light Mode. Your preference is persisted in local storage and applied on next visit. All charts, tables, and UI elements automatically adapt to the selected theme.
2.3 App Switcher, Search & Notifications
App Switcher: Click the IQ logo in the sidebar header to open a dropdown listing all IQ platform apps (Renewal IQ, Deal IQ, Vendor IQ, Spend IQ, and more). Click any tile to navigate to that application.
Global Search: The topbar search bar searches across departments, suppliers, and savings opportunities. Results appear in a categorised dropdown with type badges (Department, Supplier, Savings). Click any result to navigate to the relevant page.
Notifications: The bell icon displays a badge count. Click it to see notifications such as budget threshold breaches, approved savings, and flagged transactions. Each notification shows a title and description.
Help: Click the question mark icon to access user guides in a new browser tab.
2.4 User Profile & Multi-Org
Click the user avatar in the topbar to open the Profile Popover. Edit your name, position, and organisation. If you belong to multiple organisations, a dropdown lets you switch context. Share the Invite Code with colleagues so they can join your organisation.
3. Spend Dashboard
The Dashboard is the default landing page, providing a real-time overview of your organisation's procurement spending.
3.1 KPI Stat Cards
Four stat cards provide instant spend metrics:
| Card | What It Shows | Why It Matters |
|---|
| Total Spend | Aggregate procurement spend (e.g. $24.8M) | Understand total financial outflow at a glance. |
| Budget Utilisation | Percentage of annual budget consumed (e.g. 78.4%) | Monitor whether spend is on track against plan. |
| Active Contracts | Count of currently active contracts (e.g. 342) | Know the scale of your supplier portfolio. |
| Savings Realised | Total savings achieved year-to-date (e.g. $2.1M) | Track procurement's value-add to the organisation. |
3.2 Dashboard Charts
Two interactive Chart.js panels sit below the KPI cards:
Monthly Spend Trend: A line/bar chart showing spend values per month, enabling you to identify seasonal patterns and spending spikes.
Spend by Category: A doughnut/pie chart breaking down spend by procurement category (e.g. IT, Facilities, Marketing, Professional Services). Hover over segments for exact values.
3.3 Recent Transactions
A table at the bottom lists recent spend transactions with columns for Date, Supplier, Category, Department, Amount, and Status (colour-coded badge). This provides a real-time feed of spending activity across the organisation.
Screenshot: Dashboard KPI Cards & Charts
Capture the four stat cards, Monthly Spend Trend chart, Spend by Category chart, and Recent Transactions table.
4. Spend Analysis
The Spend Analysis page provides a deep dive into where your organisation's money is going. It breaks down spending by department and supplier to reveal patterns and concentration risks.
4.1 Analysis KPI Cards
Three stat cards at the top provide context for the analysis:
4.2 Department Spend Breakdown
The first table shows spend aggregated by department. Each row displays the department name, annual budget, amount spent, remaining budget, utilisation percentage, and the top supplier for that department. This view helps identify which departments are consuming the most budget and which suppliers dominate each area.
| Column | What It Shows |
|---|
| Department | Name of the business department (e.g. IT, Marketing, Operations). |
| Budget | Total annual budget allocated to the department. |
| Spent | Amount spent year-to-date. |
| Remaining | Budget minus spent (positive = under budget, negative = over budget). |
| Utilization | Percentage of budget consumed, with colour-coded indicator. |
| Top Supplier | The supplier with the highest spend in that department. |
Screenshot: Department Spend Breakdown Table
Capture the Spend Analysis page showing KPI cards and the Department Spend Breakdown table with utilisation percentages.
4.3 Top Suppliers
The second table ranks suppliers by total spend. Each row shows the supplier name, total spend value, number of contracts, average contract value, and a trend indicator. Use this view to:
Identify concentration risk — Are you overly dependent on a small number of suppliers?
Spot consolidation opportunities — Can multiple small contracts with the same supplier be bundled for better terms?
Benchmark contract values — Is the average contract value for a supplier in line with market rates?
| Column | What It Shows |
|---|
| Supplier | Supplier name. |
| Total Spend | Aggregate value of all contracts with this supplier. |
| # Contracts | Count of active contracts. |
| Avg Contract Value | Mean value across all contracts. |
| Trend | Directional indicator showing spend change (up/down arrow). |
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Supplier Search: Use the topbar search bar to quickly locate a specific supplier. Type the supplier name and click the matching result (tagged as "Supplier") to navigate directly to the Spend Analysis page.
5. Budget Tracker
The Budget Tracker page provides a comprehensive view of budget allocation, actual spend, and variance analysis across all departments. It answers the fundamental question: are we spending within our means?
5.1 Action Buttons
Three action buttons in the top-right corner of the Budget Tracker page:
| Button | What It Does |
|---|
| Template | Downloads a blank CSV template for bulk budget data import. |
| Export CSV | Exports current budget data to a downloadable CSV file. |
| Import CSV | Opens the Import modal pre-set to "Budget Quarters" dataset. |
5.2 Budget KPI Cards
Four stat cards at the top provide the fiscal overview:
| Card | What It Shows | Why It Matters |
|---|
| Annual Budget | Total budget allocated for the year (e.g. $26.8M) | The baseline for all variance calculations. |
| Spent YTD | Amount spent year-to-date (e.g. $20.8M) | Understand current consumption against plan. |
| Remaining | Budget minus YTD spend (e.g. $6.0M) | Know how much runway remains. |
| Projected Year-End | Forecasted total spend at current run rate (e.g. $27.1M) | Early warning if projected spend exceeds budget. |
Screenshot: Budget Tracker KPI Cards
Capture the four budget stat cards showing Annual Budget, Spent YTD, Remaining, and Projected Year-End values.
5.3 Budget by Department (Quarterly Breakdown)
The main table breaks down each department's budget into quarterly columns (Q1, Q2, Q3, Q4), with an Annual total and a Variance column. The Status column uses colour-coded badges:
Use this table to identify departments that are trending over budget early in the year, so corrective action can be taken before year-end. The quarterly split helps pinpoint exactly when overspend began.
5.4 Budget Utilisation Bars
Below the table, a visual panel displays horizontal progress bars for each department showing their budget utilisation percentage. Bars are colour-coded:
Green (0–75%) — Healthy utilisation, well within budget.
Amber (75–90%) — Approaching limit, monitor closely.
Red (90%+) — At or exceeding budget, immediate attention required.
Screenshot: Budget by Department Table & Utilisation Bars
Capture the quarterly budget table and the utilisation bar chart below it, showing departments at varying utilisation levels.
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Budget Alerts: When any department exceeds 90% utilisation, a notification is automatically generated and appears in the topbar bell icon dropdown. Review these alerts promptly to prevent unplanned overspend.
6. Savings & Opportunities
The Savings & Opportunities page is your pipeline for tracking cost optimisation initiatives. It captures identified savings, monitors active initiatives, and measures realised value.
6.1 Savings KPI Cards
Three stat cards summarise your savings performance:
6.2 Opportunities Pipeline Table
The main table lists all savings opportunities with the following columns:
| Column | What It Shows |
|---|
| Opportunity | Description of the savings initiative (e.g. "Consolidate cloud hosting contracts"). |
| Category | Type of saving: Consolidation, Renegotiation, Process Improvement, etc. |
| Est. Savings | Estimated dollar value of the opportunity. |
| Status | Current stage: Identified In Progress Approved Realized |
| Owner | Person responsible for driving the initiative. |
| Due Date | Target completion date. |
Screenshot: Opportunities Pipeline
Capture the Savings & Opportunities page showing KPI cards and the pipeline table with status badges.
6.3 Savings by Type
Below the pipeline table, a summary panel breaks down savings by category type. This helps procurement teams understand which strategies are delivering the most value:
Consolidation
Bundling multiple contracts with the same or similar suppliers to achieve volume discounts and reduced admin overhead.
Renegotiation
Renegotiating existing contracts at renewal to secure better pricing, improved SLAs, or more favourable terms.
Process Improvement
Streamlining procurement processes to reduce cycle times, eliminate waste, and lower transaction costs.
Demand Management
Reducing unnecessary spend by challenging demand, standardising specifications, or eliminating maverick purchasing.
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Cross-App Integration: Savings opportunities identified in Spend IQ can inform contract renegotiations managed in Renewal IQ. Use the IQ App Switcher to navigate between applications and align your savings pipeline with upcoming contract renewals.
7. Analytics, AI Assistant & Data Management
7.1 Analytics & Charts
The Analytics page provides four interactive Chart.js visualisations for deeper spend insight:
Spend Distribution by Department
Doughnut chart showing the proportional split of spend across departments. Quickly identify which areas consume the most budget.
Monthly Comparison (YoY)
Side-by-side bar chart comparing current year vs. prior year spend by month. Spot growth trends and seasonal variations.
Category Trend
Line chart showing how spend in each procurement category has evolved over time. Identify rising cost centres.
Savings Pipeline by Type
Bar chart grouping savings by category (Consolidation, Renegotiation, etc.) and status (Identified, In Progress, Realized).
Screenshot: Analytics Charts
Capture the Analytics page showing all four charts: Spend Distribution, Monthly Comparison, Category Trend, and Savings Pipeline.
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Theme-Aware Charts: All charts automatically adjust their colours, grid lines, and tooltip styles when switching between Dark Mode and Light Mode.
7.2 AI Assistant
Click AI Assistant in the sidebar (or press Ctrl + Shift + I) to open the AI panel. The AI can answer natural-language questions about your spend data, such as:
• "Which department has the highest spend this quarter?"
• "Show me our top 5 suppliers by contract value."
• "What savings opportunities are in progress?"
• "How does our IT spend compare to last year?"
The panel slides in from the right and can be dismissed by clicking the overlay or pressing the keyboard shortcut again.
7.3 CSV Import
To import data into Spend IQ:
- Click "Import CSV" on the Dashboard or Budget Tracker page. The Import modal opens.
- Select the dataset from the dropdown: Spend Data, Budget Quarters, or Savings Opportunities.
- Download the template (optional) to get the correct column headers for your chosen dataset.
- Drag and drop your CSV file onto the dropzone, or click to browse. A preview of the data appears.
- Choose the import mode: "Replace all data" overwrites existing records; "Append to existing" adds rows without removing current data.
- Click "Import" to confirm. A toast notification confirms success or reports any errors.
7.4 CSV Export
Click Export CSV on the Dashboard or Budget Tracker page to download all current data as a CSV file. The export captures all active data including transactions, budgets, or savings records depending on which page you export from.
7.5 Cloud Sync (Supabase)
When authenticated, all data syncs to Supabase (PostgreSQL) in real time. Row-Level Security (RLS) ensures data isolation between organisations. In Demo Mode (not authenticated), sample data is loaded into the browser session only and will not persist.
8. FAQ & Troubleshooting
Quick answers to the most common questions:
Q1: I just logged in and see no data. Where is my spend data?
If you are logging in for the first time, your organisation's database is empty. Either import data from CSV (see §7.3) or explore the application in Demo Mode which loads sample data automatically. If you expected to see existing data, check that you are signed into the correct organisation via the Profile Popover (§2.4).
Q2: What is the difference between Demo Mode and authenticated mode?
In Demo Mode, sample data is loaded into your browser session only — nothing is saved to the cloud. In authenticated mode, all data syncs to Supabase and is shared with your organisation in real time. Sign in with your Supabase credentials to activate persistent storage.
Q3: My CSV import failed. What went wrong?
The most common cause is column mismatch. Always start by clicking Download blank template in the Import modal to get the correct column headers for the selected dataset. Ensure amounts are numeric (no currency symbols or commas), dates are in a recognisable format (YYYY-MM-DD or DD/MM/YYYY), and the file is saved as .csv. Check the toast notification for specific error details.
Q4: What does "Replace all data" vs "Append to existing" mean?
Replace all data deletes all existing records for the selected dataset and loads only the imported rows. Append to existing keeps all current records and adds the imported rows on top. Use Replace for full data refreshes; use Append for incremental updates.
Q5: How does Budget Utilisation percentage work?
Budget Utilisation is calculated as (Spent YTD ÷ Annual Budget) × 100. The Dashboard KPI card and Budget Tracker bars both use this formula. Utilisation above 90% triggers a notification alert.
Q6: Can I track savings that haven't been realised yet?
Yes. The Opportunities Pipeline table in Savings & Opportunities tracks initiatives through their full lifecycle: Identified → In Progress → Approved → Realized. Only opportunities marked as "Realized" contribute to the Savings Realised KPI on the Dashboard.
Q7: How do I switch between organisations?
Click your avatar (top-right) to open the Profile Popover. If you belong to multiple organisations, the Organisation field becomes a dropdown. Select a different organisation and click Save. All data will refresh to show that organisation's spend records, budgets, and savings.
Q8: What is the difference between Dark Mode and Light Mode functionally?
There is no functional difference — both modes offer identical features. The choice is purely visual preference. Your theme selection is saved in local storage and persists across sessions. All charts automatically adapt their colour schemes.
Q9: The AI Assistant is not responding. What should I do?
The AI Assistant requires an active API connection to generate responses. Ensure your browser has internet access and that your organisation's API key is configured. If issues persist, try refreshing the page. Note that the AI panel reads your local spend data to provide contextual answers.
Q10: How do the Analytics charts differ from the Dashboard charts?
The Dashboard shows a summary: Monthly Spend Trend and Spend by Category. The Analytics page provides deeper analysis with four charts: Spend Distribution by Department, Year-over-Year Monthly Comparison, Category Trend over time, and Savings Pipeline by Type. Use Analytics for strategic planning and reporting.
Q11: Can I use Spend IQ alongside other IQ apps?
Yes. Use the App Switcher (click the IQ logo in the sidebar header) to navigate between Spend IQ, Renewal IQ, Deal IQ, Vendor IQ, and other IQ platform applications. Savings identified in Spend IQ can inform contract renegotiations in Renewal IQ.
Q12: How do I invite a colleague to my organisation?
Open the Profile Popover (click your avatar). Copy the Invite Code shown there and share it with your colleague. They can enter this code during sign-up or in their own Profile Popover to join your organisation and see the same spend data.
IQ Platform Applications
Renewal IQ
Contract renewals
Vendor IQ
Vendor management