INvOICE'S FIELDS RECOGNITION SYSTEM
Especially for this solution, we built a neural network that is trained to determine the invoice fields, scan data and transfer it to the Bitrix24 application fields.
Now there is no need to manually transfer invoice data, everything is recognized automatically. And it also allows you to conveniently segment and filter documents in the future.
COST DISTRIBUTION BY COST CENTERs
Now you can divide the invoice amount into parts and relate each to a specific cost center, cost type, Deal or Project (Company).
The Cost Center is a unique entity which is directly relates with the costs of this invoice, for example, it can be departments (marketing department, development department, etc. - depending on who the costs concern) or the business area (or service group) of the company (for example, software development, outstaffing, license sales, etc.)
Cost types can be similar across multiple cost centers, such as server infrastructure rent, promotion costs, etc.
DETAILED INVOICES PROCESSING AND FLEXIBLE EDITING
The application interface provides:
- Stages of confirming invoices by superior employees, accountants;
- Receiving notifications depending on the dates in the invoice;
- Flexible editing of data fields;
- Required fields for filling;
- View the changes history;
- Quick invoice preview;
- Document printing.
1. Invoice registration
It all starts with the fact that a new document arrives at the company: it is either added by employees to the portal to a shared folder on Bitrix24 Disk, or it is sent to the application from the incoming email. All invoices will be collected in a single application interface.
The person responsible for the initial processing of the document registers it and indicates the name of the document, fills in the receiving date, indicates the type of document (ordinary, confidential or invoice), the receiving company and the sending contractor.
Scenario 1: Documents processing
Regular and confidential documents (this includes any documents except for invoices) are transferred to the appropriate tab and are processed in stages:
Initial description by the registrator
Description of the document
by the responsible employee
Transfer of a document to the archive
Scenario 2: Processing incoming invoice (charges billed to company)
Includes a multi-step process:
The document was loaded in the app manually or the invoice was automatically pulled from Bitrix24.Drive or email
OCR (neural network) automatically reads information from the invoice and fills it in the appropriate fields of the app (product, prices, dates and terms, bank details, etc.). The employee complements it if necessary
Invoice amount distribution
For detailed accounting of expenses, we can divide the invoice into several parts and correlate each of them with a specific cost center (for example, service line or department), type of costs (ex. software, web-hosting, promotions costs), project, Deal or Company
After costs distribution, the manager or responsible person checks and confirms it
Checking by the accounting department
The Accountant checks the correctness of invoice
The invoice moves to this status when it is ready for payment. Responsible can mark the paid amount of invoice
All processed documents are moved to archive. It remains possible to view and comment the documents
Scenario 3: Process outbound invoice (customers invoicing)
Outbound invoicing takes place in another tab. Here the employee can add a new invoice, fill in all the fields (to whom, in what time, for what amount, product, with what taxes and in what quantity, etc.). Such an invoice is also checked and confirmed by the head of the department or other superior, and after invoicing and payment, it is archived, like the incoming document.
Invoicing directly from the app in a user-friendly interface
Automatic fields filling
Approval the invoices with the manager / accountant
Quick sending of e-mail with an invoice to the client, convenient document preview
Instant or manual marking of payment receipt
Try more our ready-made apps or ask us to develop your own!
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