Supplier invoices: from the e-invoicing system to a payment prepared in the bank.

The supplier's invoice is imported from the e-invoicing system. The application compares it with the purchase order and the delivery note from the ERP, and any difference is sent to a person, in Teams. For invoices that match, the payment is prepared in the bank, and a person sends it.

Discuss the workflow

A 30-minute conversation about your invoice workflow.

Invoice assistantTeams

Which invoices have differences to check today?

Supplier invoices

Invoice and receipt do not match

Source
e-invoicing
Order
120 pcs
Receipt
120 pcs
Invoice
125 pcs
Difference sent to purchasingPayment on hold
  1. e-invoice
  2. Difference
  3. Review

Today

  1. Invoices are downloaded from the tax authority's system, one by one.
  2. Each invoice is compared by hand with the order and the delivery note.
  3. The payment is keyed into the bank's app by hand.

With the flow

  1. The application imports the invoices from the e-invoicing system.
  2. It compares them with the order and the delivery note from the ERP; differences are sent to a person, in Teams.
  3. The payment is prepared in the bank, and a person sends it.

Step by step

Supplier invoices

  1. e-invoicing to Process app

    Step 1: e-invoice

    The supplier's invoice is read from the e-invoicing system, without anyone typing it in.

  2. ERP to Process app

    Step 2: Order

    The application reads the purchase order and the delivery note from the ERP and links them to the invoice.

  3. Process app to Teams

    Step 3: Mismatch

    If the three do not match, the application sends the difference to the person you designate, in Teams.

  4. Process app to Bank

    Step 4: Payment

    If they match, the payment is prepared in the bank, as a locked draft.

  5. Teams to Bank

    Step 5: Sent

    The payment is sent only manually: a person clicks Send in the bank's app.

What it is based on

Two accounting automations in production that import e-invoices from the tax authority's system and propose the account for each line. A document archive designed for more than 25,000 invoices a month.

Workflow walkthrough

We walk through it together, from the e-invoice to the prepared payment, with an invoice like yours.

What the workflow does

  1. 01

    Every e-invoice is imported once, with no typing.

  2. 02

    The invoice, the purchase order and the delivery note are compared line by line.

  3. 03

    When there is a difference, a person accepts the invoice or requests a credit note.

  4. 04

    The payment is prepared as a locked draft; a person sends it from the bank's app.

What it runs on

Microsoft 365, Teams, Power Apps and Power Automate, connected to the e-invoicing system, your ERP and your bank. Everything in your own tenant, with no separate platform to license.

  • e-invoicing
  • ERP
  • Bank
  • Microsoft Teams
  • Power Automate

Questions from finance and accounting

Is the payment sent automatically from the bank?

No. The application prepares the payment as a draft, with the amount and the account locked. A person sends it from the bank's app.

What happens when the invoice does not match the order?

The application sends the difference in Teams to the person you designate, with the line where it occurs. They accept the invoice or request a credit note.

Can the order and the delivery note be read from our ERP?

Yes. They are read from the ERP programmatically, with no API needed on the ERP.

How is a supplier invoice checked in your company today?

Tell us in 30 minutes. We will tell you what can be automated, and at what fixed price.

Denis Stadler
The first call is with Denis Stadler.Founder · AI Architect & Fractional CTO
Pick a time for a 30-minute call(opens in a new tab)Message us on WhatsApp(opens in a new tab)Call +40 374 616 331