NEW LEVEL
OF WORKING WITH INVOICES:
HOW IT WORKS?
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:
Registration
Initial description by the registrator
Description of the document
Detailed description
by the responsible employee
Archiving
Transfer of a document to the archive
Scenario 2: Processing incoming invoice (charges billed to company)
Includes a multi-step process:
Registration
The document was loaded in the app manually or the invoice was automatically pulled from Bitrix24.Drive or email
Description
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
Confirmation
After costs distribution, the manager or responsible person checks and confirms it
Checking by the accounting department
The Accountant checks the correctness of invoice
Payment
The invoice moves to this status when it is ready for payment. Responsible can mark the paid amount of invoice
Archiving
All processed documents are moved to archive. It remains possible to view and comment the documents
List of incoming invoices
Invoice editor
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
List of sales invoices
Invoice editor
FULL FUNCTIONAL
Detailed description of invoices with their distribution to different Cost Centers, cost types, projects and companies
Recognition of requisites from the invoice and their entry in special fields using neural networks
Export of invoice reports
to third-party
accounting systems
(Optima for Poland)
Splitting the payment amount in several stages, distribution of invoice parts for various expenditure items
Manual and automatic (from a network drive or from emails) registration incoming documents
2 directions of document processing: incoming invoices and invoices issued by the company
Wide search in all fields describing the document
Appointment of persons responsible for processing, invoice confirmation with the accounting / financial department
Distribution of incoming invoices among several legal entities
Automatic appointment of a person responsible for processing a document based on his affiliation with the company
Adding document metrics (short description on the last sheet)
Quick document preview at any stage
Combining documents into one file
Assigning special labels (tags)
Documents archiving
Document commenting and change history
All in all, this solution demonstrates a small part of the capabilities
and we are ready to adapt and modify its functionality
to the specific needs of your business
Let us know what does your business need!
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