Approval of invoices for Microsoft 365

Manual entry of the invoice into the system:

• Manual entry of the minimum scope of data: invoice number, variable symbol (VS), amount, due date, VAT date, etc.
• Manually entering the scanned invoice into the system.

Automated approval after saving:

• After saving the invoice in the system, the approval process will automatically start according to the preset rules.

Process approval management:

• The process goes through the mandatory levels of approval.
• According to the value of the invoice, it may be directed to upper limit levels.
• Mandatory approval levels can be specific, for example, according to the allocation of the invoice to a cost center, with the entire invoice having to be assigned to one center without the option of allocating it to multiple centers.

Notifications and approval options:

• Approvers receive email notifications about the need to approve an invoice.
• The option to approve the invoice via mobile phone

Notification report:

• The system sends notifications about approved and rejected invoices to the responsible roles in the organization..

Delegation of approvers:

• The option to set up representatives for approvers in case of their absence, ensuring the continuity of the approval process.

Other documents:

• Approval of requests and orders

Simpler approval:

• Approval directly in the Outlook application by clicking the approval or rejection button.

Escalations:

• Setting up an automated escalation process for unresolved or denied requests according to your company procedures.

Data synchronization with other systems:

• Automatic synchronization of data, such as supplier lists and cost centers with external systems.

Automatic data extraction:

• Inserting an invoice into the scanner using a specific profile for automatic processing.
• Creation of a PDF scan of the invoice.
• Uploading the invoice to the Microsoft 365 system.
• Automatic data extraction from the invoice.
• Automatic initiation of the approval process if the invoice contains all the necessary information.

Automatic invoice approval:

• Automatic approval of invoices that match previously approved orders or contracts.
• Option to extend with standalone modules for order approval and contract management.
• Automatic approval of invoices for regular operational expenses (such as telecommunications services or electricity) when they are within the established tolerance.

Extended reporting:

• Detailed reporting features for better oversight of financial transactions.

Invoice allocation to multiple cost centers:

• The option for automatic allocation of invoice costs to multiple cost centers according to internal rules.

Automatic matching of credit notes:

• The system automatically identifies and matches the relevant credit notes with invoices for accounting processing purposes.