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Procurement doesn't need to be faster. It needs to not exist.
Welcome to the TrueSpend wiki. TrueSpend is an AI-native procurement operating system for mid-size companies that spend €5M–€200M/year on software, hardware, cloud, and services — and can't justify a 15-person procurement team, a €300k consulting retainer, or a seven-figure ERP rollout to manage it.
🔗 Live on Railway · Stack: n8n · Claude Sonnet 4.6 · PostgreSQL · PostgREST · React + Vite · Grafana · DocuSign
Deep-dive pages: Architecture · Workflows · Security Model · Data Model · Design Decisions · Setup & Deployment
TrueSpend replaces manual approval chains, spreadsheet budget tracking, license chaos, and vendor-negotiation theatre with a reasoning agent that acts on everything it's confident about and surfaces only the decisions that genuinely need a human.
The interface is one board. It shows what needs you. The agent is silent on everything else.
"Three things need you this week. Everything else, the agent closed."
| Problem | What TrueSpend does |
|---|---|
| The contract-expiry spreadsheet | Watches every contract from 18 months out, extracts clauses, calculates real TCO, builds the negotiating position before you need it. |
| The license black box | Tracks every seat, assignment, and login — tells you the true-up negotiating position before the vendor presents it. |
| The bundle trap | Decomposes every bundle into components, measures actual usage depth, builds the counter-offer automatically. |
| The cost-center pocket game | Centralizes budget visibility, detects out-of-cycle spend, flags cross-branch duplicate tools, kills the Q4 flush. |
| The LLM shadow-spend problem | Registers every API key, tracks daily tokens per team, allocates to the right budget, recommends consolidation. |
| The hardware depreciation black hole | Runs full depreciation, tracks warranty, detects zombie licenses on dead hardware, triggers replacement on economics not calendar. |
| The €400 tool that takes two weeks | Receives the Jira ticket, checks entitlements + budget + authority, provisions or routes a one-touch decision. Same day. |
Every transaction runs five signals simultaneously:
| Signal | Checks |
|---|---|
| 1 — Contract | Pricing at this volume tier, notice clauses, auto-escalation terms, true-up exposure |
| 2 — Budget | Category bucket headroom? Branch annual < 80% YTD? Within manager's delegated authority? |
| 3 — Supplier | Within SLA? Open disputes? Compliance status? Strategic tier? |
| 4 — Request | Normal for this requester/role? Quantity sensible? Duplicate capability elsewhere? |
| 5 — Policy | Delegated authority at this spend level? Category holds/freezes? Vendor-specific rules? |
All signals green, high confidence → Agent acts. Logs reasoning. Done.
One signal uncertain → One-touch ticket on the Operations Board.
≥ €100k or compliance blocker → Jira escalation with full brief.
Every decision is stored with full reasoning — not just the output, but why. See Architecture for the full intake → board → close flow.
- Contract management — expiry tracking (90/60/30d), clause extraction, TCO, lock-in scoring, walk-away position
- P2I (Purchase-to-Invoice) — intake → 3-tier budget check → PO → delivery → 3-way invoice match → payment → ERP sync
- Budget centralization — buckets, running positions, pool reserves, Q4-flush detection, cross-branch duplicate surfacing
- License intelligence — entitlement register, shelfware detection, true-up risk, bundle decomposition, same-day self-service
- Asset lifecycle — depreciation engine, warranty tracking, zombie-license detection, EOL-driven replacement
- Hyperscaler FinOps — AWS/GCP/Azure burn vs commitment, idle detection, reservation optimization
- LLM consumption — API-key register, per-team token tracking, consolidation intelligence
- Supplier compliance — 4-agent onboarding (Lawyer/NDA · GDPR/DPA · InfoSec/TOMs · LkSG/Ethics), e-signature
- Vendor pricing intelligence — benchmark DB, walk-away calculator, negotiation brief generation
| Page | What's in it |
|---|---|
| Architecture | System topology, the intake → board → close data flow, deployment layout |
| Workflows | All 17 n8n workflows — triggers, functions, DB writes |
| Security Model | The DB-enforced security boundary (NOSUPERUSER + SECURITY DEFINER RPCs) |
| Data Model | 32 tables across 10 domains + production views |
| Design Decisions | The 8 ADRs — why PostgREST, why n8n, why fail-closed money RPCs |
| Setup & Deployment | Local dev + production (Railway + VPS) topology |
TrueSpend — AI-native procurement OS · Repository · Built by Eugen Müller · Wiki maintained from the repo docs/
Overview
Deep dives