Cost Invoice Workflow
Invoices approved
In the blink of an eye
By implementing the Enovatio cost invoice circulation system, you will automate the entire process, from the moment of invoice registration, through its acceptance, to accounting and archiving. A central place for handling invoices, automatic data completion, system-enforced user response and alerts, significantly reduce the time needed to process invoices. With Enovatio, you save time, eliminate errors and introduce full control over documents.
Efficient circulation of cost invoices in 4 steps. How is it possible?
Invoice registration
Invoices can be entered into the system in several ways: scanning, sending a file by e-mail or uploading from a computer.
OCR technology
Each invoice receives a metric describing the document, and it is completed by automatic data download. Thanks to OCR technology, all important information, such as invoice number, amounts, dates or contractor data, are automatically recognized and entered into the appropriate form fields in the Enovatio Workflow system. This solution eliminates the need for manual data entry, reducing the risk of errors. The read data can be transferred directly to your financial and accounting system using integration, which further streamlines the accounting process and eliminates unnecessary duplication of work.
Description and posting
The system constantly checks whether all required fields are filled in. Depending on the available modules and functions, an invoice can be assigned to a project, order details, budget category, account, MPK, and comments can be added, linked to other documents or budgets. The invoice posting process is consistent with the analytics of the chart of accounts.
Processing and archiving
Invoices go through established acceptance paths that take into account the organizational structure of the company and any limit amounts. Thanks to the use of flexible acceptance conditions, such as invoice value, detailed document breakdown or status designation (e.g. urgent), it is possible to significantly shorten the current customer path and fully automate it. The system can dynamically adjust the acceptance process, directing documents to the appropriate people or departments in accordance with specific business rules. Automation allows for a reduction in waiting time, elimination of errors and increased transparency of the entire process.
Integration with ERP
After acceptance, the invoice is sent to the FK system, where it is written out in accordance with the chart of accounts and dictionaries, which eliminates the risk of errors related to manual data entry. The integration is two-way – the system not only transfers approved documents to ERP, but also downloads the current list of contractors and accounting dimensions from it. Thanks to this, users always have access to the latest data, which streamlines the accounting work – the posting process and minimizes the risk of inconsistencies. Automatic synchronization ensures consistency of information and eliminates the need to manually update data in both systems.
A system tailored to your needs
Thanks to the simple form configurator, you will adapt Enovatio Workflow to the requirements of a developing company. Changing statuses, adding new fields or tabs is easy and does not require programming skills. The drag&drop function allows for intuitive arrangement of fields and columns, and you can click controls and statuses without any difficulties. Enovatio grows with your company.
Simple invoice import from various sources
Cost invoices can be entered into the system in various ways – from traditional paper versions to electronic files such as PDF or e-mail. Enovatio enables easy import of invoices from various sources, which ensures smooth further processing. Regardless of the form, the invoice is entered into the system, and each stage of the document flow is child’s play.
OCR reading – automatic data recognition
Thanks to OCR (Optical Character Recognition) technology, Enovatio automatically reads data from invoices, eliminating the need to manually enter information. The system recognizes key data, such as the invoice number, net amount, VAT and contractor data, which speeds up the entire process. After processing, the data is ready for verification and further processing in the system, which increases accuracy and saves time.
Currency invoices – automatic conversions
Thanks to integration with the National Bank of Poland, it enables automatic download of current exchange rates. Conversions are performed in real time, in accordance with the applicable rates, which significantly streamlines work, eliminates the need for manual conversion of amounts and the risk of exchange rate errors. You do not have to worry about problems with converting exchange rates – trust automation and focus on developing your business!
Automatic posting – faster and safer accounting
The system offers an automatic posting function that assigns appropriate accounting accounts to invoice items. Automatic posting analyzes data and generates accounting entries, which speeds up the accounting process and minimizes the risk of errors. This saves your accounting team time, allowing them to focus on more strategic tasks. Enovatio streamlines the daily work of the accounting department, ensuring smoothness and accuracy in financial management.
We simplify reality with workflow modeling
Process modeling takes place already at the pre-implementation analysis stage, rules and activities related to document flow are adapted to the needs of the organization. Thanks to our “workflow designer”, you will be able to remodel the processes yourself, adapting them to changing requirements. Simplify your daily work and gain full control over the flow of documents in the company. Integration with ERP means fewer errors and reduced costs.
Integration of Enovatio Workflow with ERP
Integration of Enovatio Workflow with ERP systems eliminates the need for manual data rewriting, which significantly reduces the risk of errors and discrepancies. Thanks to automatic data exchange, accounting works faster and the company saves on costs. Our solution integrates with popular ERP systems, such as Enova, RAKS, Sage Symfonia, SAP, Comarch Optima, as well as CRM and other IT platforms. Over time, as your company grows, you can easily expand the system with additional modules, such as project management.
Multi-company – support for multiple companies from one account
Manage invoices from different companies without having to log in between accounts. The Enovatio system allows you to separate process authorizations for each company, which allows for easy control and monitoring of document flow within the entire group. Documents will always go to the person responsible for their acceptance, and you will have full control over the data and authorizations.
Integration with KSeF (National e-Invoice System)
Gain full compliance with regulations thanks to integration with KSeF. Enovatio enables automatic download of XML invoices from the National e-Invoice System and their visualization. Thanks to this, the e-invoice circulation process is smooth and compliant with regulations, eliminating reverse document circulation and delays related to manual invoice processing. The system ensures correct invoice circulation in accordance with legal requirements, which facilitates accounting and document archiving.
