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Approving of incoming invoices

Bi4Approve Faktury – incoming invoices under control with import into accounting

Why to have invoice approval apps?

Approving incoming invoices is an integral part of every company. However, in order to be effective, it should be agile and, most importantly, reliable. It is for this purpose that the Bi4Approve Invoices application was created, which not only clarifies the work with invoices, but also saves the time of the interested parties. Our application uses Microsoft 365 and SharePoint technology, in which companies pay for a lot of options that they often don’t even know about. Every manager wants to know the exact information about when and who approved the cost before it is paid, and that is the goal of our application – we create order in your company.

Risks that the application will protect you from

The process of approving incoming invoices in many companies takes place in such a way that the person in charge of approving invoices (hereinafter the administrator) receives an invoice, however, the person does not know whether he can pay it or not. He must therefore ask the responsible person and find out whether the invoice in this amount is in order, whether its performance has been delivered, etc.

However, approving invoices is not the primary job of managers and other employees. The Bi4Approve Invoice application reflects this and simplifies the whole process as much as possible. At the same time, it protects corporate finances. It prevents accounting errors, it does not happen that an erroneous invoice is paid, an invoice, the fulfillment of which was not delivered completely, there were accounting frauds, etc.

Main advantages of the application:

  • unification of the flow of incoming invoices of the company
  • automatic incorporation of incoming invoices into the application
  • allocation of individual invoices to a given center or project
  • submission for approval to the appropriate manager
  • approval check before invoice payment
  • automatic sending and loading of data via XML into the accounting system POHODA
  • retrieves electronic invoices from the ISDOC standard
  • all data is stored on a Microsoft 365 sharepoint

How the application works

After logging into the application, you can immediately see the complete list of invoices that have arrived to the administrator (the person managing the invoices). Individual invoices are uploaded to the system automatically. All they have to do is send them to the chosen email address.

  • The administrator checks the correctness of the information on the invoice and transcribes it into the system.
  • The administrator then passes the invoice to the responsible person for approval.
  • The responsible person will receive a notification of the invoices on which he is to comment.
  • As part of the approval process, the invoice can be approved, rejected or postponed.
  • Approval for more people is available
  • Once the invoice is approved, it is sent by the administrator for posting.
  • There is an overview of all invoices, in which you can filter arbitrarily.
  • In the event that the invoice is sent for posting and thus redemption, the administrator may decide to move the invoice to the archive.
  • The application also includes the project management.

Steps in application

#1

Invoice arrival

The supplier sends an invoice on MyCompany.inapp@bi4.cz. The goal is to create a single place for all incoming invoices. Thus we guarantee that no invoice gets lost.

The invoice is downloaded from the e-mail address to the application and added to the list. If the invoice is sent to a different address, the solution is to redirect -email addresses. The paper invoice is simply scanned and sent to the central address.

#2

Checking and supplementing the necessary data

Step 2 checks the correctness of the addressee and other data. The application can extract data from the ISDOC format. The other data will then be completed manually by the application operator and he also checks the correctness of all data. An important thing is to assign an invoice to a specific project so that the system knows which manager should approve it.

#3

Approval by the manager

The manager approves invoices on a PC, tablet, or mobile phone. A preview of the invoice with the attached documents is available. Even after approval, it is always possible to return to and check your invoices. The manager agrees/disagrees or postpones the decision and attaches a comment. He can no longer withdraw his consent/disapproval!

#4

Send for posting

After approval, the application manager sends the invoice to the accounting office.
The goal is to include only invoices without mistakes/errors, intended for reimbursement, to prevent the cancellation of internal numbers of received invoices.
The system prevents undue payment of invoices, the subject of which has not been delivered correctly.

#5

Import of entered data into the POHODA system

In order to save time of a qualified accountant and at the same time not duplicate the work of rewriting data, we use XML import into the POHODA system. The accountant only posts the imported invoices.

#6

Pre-payment check

It is very useful when paying before the reimbursement if the manager has accurate information at his about who and when approved the invoice. ” Big overview” serves precisely for this purpose and shows an overall look at/overview of the outgoing flows of money from the company. Excellent filtering is applied, including saving the most common filters.

Are you interested?

Let us know