Finance and accounting
Invoices received
The complete life cycle of a received invoice — from manual entry or AI import from a scan, through multi-level approval with defined limits, payment process (SEPA), payment matching, to export to OMEGA, ISDOC or other accounting systems. The module manages obligations to suppliers with a full audit trail.
Context
The Received invoices module is part of the internal company portal that we designed, developed and deployed for a client from the finance and accounting area. The portal consolidates dozens of corporate agendas into one environment with unified login, roles and auditable history — and the Incoming invoices module is a key part of it.
Challenge
The client processed received invoices in e-mails, papers and manual transcription into accounting. Approvals were done via email — no structure, no limits, no history. The invoice could have easily gotten stuck somewhere in the approval chain without anyone knowing. Duplicates were revealed only during billing. Exporting to accounting meant hours of manual transcription with the risk of error. A company growing in the number of orders and suppliers needed a system, not improvisation.
How we delivered
We have built a module that manages the complete life cycle of a received invoice — from receipt to accounting export — without a single manual rewrite.
Receipt and AI import: the invoice is entered manually, by uploading a PDF/scan with AI extraction of key fields, or automatically from e-mail. The system recognizes the invoice number, amount, due date and supplier, suggests links to the project, contract and order.
Checks: before approval, automatic detection of duplicates, check of due date, mandatory attachments and limits takes place.
Multi-level approval: 1st stage (responsible person or project approver) → optional 2nd stage → definitive approval by the economy. Each step has a time stamp, a comment and an audit trail. Rejection requires a mandatory comment with a reason. The return will allow addition and new inclusion in approval.
Payment process: after final approval, the invoice enters the Payments module, where a SEPA order is generated. The status of the invoice is updated to Entered in the bank and the system tracks the amount paid, the balance and the type of settlement (full / partial payment). Payment can be suspended or released at any time.
Export: directly to OMEGA or ISDOC format. No manual transcription, no description errors.
Client benefits
The processing time of one invoice decreased from 15 to 3 minutes
AI import eliminated manual transcription, approval takes place in the portal without an email carousel.
Zero duplicate payments
an automatic check before approval will detect an invoice that has already been in the system.
Controlled cash outflow
each invoice above the defined limit must undergo final approval by the economy before entering the payment process.
Direct SEPA connection
a payment order is created from the definitively approved invoice without further input in the bank.
Full audit
who, when and why approved, rejected or returned the invoice is recorded in the history of accessible accounting and management.
One-click export to OMEGA and ISDOC
no more work for accountants at the end of the month.
Step-by-step workflow
The invoice is created manually, via AI import from scan/PDF or automatically received from e-mail
AI extracts key fields (number, amount, maturity, vendor) and suggests links to project, contract and order
The system will automatically check for duplicates, maturity, mandatory attachments and limits
The approval workflow is started according to roles: 1st stage (responsible person/project approver) → optional 2nd stage → final approval by the economy
After final approval, the invoice enters the payment process (payments / SEPA generation) and receives the status Entered in the bank
The system tracks the amount paid, the balance and the type of payment (full / partial) — including the possibility to suspend or release the payment
Export to OMEGA or ISDOC, archiving with audit trail (who, when, what status, comment)
Module capabilities
- manual, AI and e-mail receipt of invoices
- automatic detection of duplicates
- link to project, contract, order and partner
- multi-level approval with role limits
- statuses: definitively approved, rejected (with comment), returned for revision
- integration with the payment process and SEPA
- payment tracking (full / partial / due)
- suspension and release of payment
- export OMEGA, ISDOC, reports according to filters
- audit trail — every state change recorded
Integrations
- AI extraction (OCR/scan)
- OMEGA accounting
- ISDOC
- SEPA payment orders (via the Payments module)
- projects and orders
- contracts
- orders
- directory of partners
Process statuses
- Created
- Approved
- Approved 2nd degree
- Definitely approved
- Entered in the bank
- Paid in full
- Partial payment
- Rejected (with mandatory comment)
- Returned for repair
- Payment suspended / released
Operations and further development
We designed the module with future development in mind — the modular architecture allows adding new fields, reports or integrations without interfering with the existing core. Clean code, documentation, and separate configuration files ensure that the system can be developed by another team — without depending on one person who knows "how it works."
For this type of solution, datatek, spol. s r. o. also provides long-term operational support, monitoring and SLA — so the client is sure that the system works even after years.
Do you need a similar module?
We will design and develop an internal application according to your processes — from analysis to deployment and long-term support.