Invoice processing automation that leaves approval with your team.
Supplier invoices arrive in every format, then get keyed, matched and chased by hand. A builder can automate the routine steps and leave the decisions with finance.
What a typical system does
- Collects invoices from email, a portal or your e-invoicing providerAutomated
- Reads supplier, amounts, tax and purchase order numberAutomated
- Matches each invoice to its purchase order and deliveryAutomated
- Approves anything that does not match, or that is over your limitA person
- Posts the approved invoice to your accounting systemAutomated
Where the time really goes
Keying is only part of the job. Most of the delay comes from chasing purchase orders, approvals and missing details.
Finance needs a clear trail. A good system records what was read, what was matched and who approved it.
Local rules differ. In Italy, for example, most business invoices arrive as XML through the SdI exchange, so that job looks different from reading PDF invoices.
What you own at the end
- A record of each step for your accountant or auditor
- Approval rules your finance team can change
- Documentation written for your team, not for the builder
- All accounts, keys and workflow files in your name
- A 60-day warranty on the agreed scope
Questions
Does this replace our accountant?
No. It removes retyping and chasing. Your accountant and finance team keep responsibility for approvals and tax treatment.
Is our financial data safe with a freelancer?
Builders work in accounts you own, so you control access and can remove it. Where personal data is involved, you should also have a data processing agreement with the builder.
How is this different from buying invoice software?
Software may be the right answer, and a good builder will say so. Custom automation suits you when your process or systems do not fit a ready-made product.
Ready to fix this?
Tell us what you need. A person will read it and propose up to three checked builders.