Approval and processing of received invoices in Fusio
Fusio allows you to quickly approve documents, automatically extract them (even with QR Invoice) and export them to your existing accounting software.
It provides a comprehensive invoice workflow.
Fusio is a flexible system that adapts to your needs and processes.
Video: How to quickly and easily approve an invoice in Fusio
How does Fusio help you with invoice approval?
- Processing of electronic and paper invoices that you send directly from the scanner to Fusio.
- Automatic data extraction
- Integration with standard QR Invoice format - input data (invoice number, due date, DUZP, etc.) can also be extracted using QR Invoice
- Integration with your DMS and accounting software
- Quick approval of documents even via email from a mobile device
- Automatic decision junctions - variable approval settings e.g. depending on financial limits, type of request, etc.
- Reporting and notifications help you keep an eye on the whole process.
Is it no longer sustainable for you to have invoices and documents circulating physically through the company for approval?
Fusio can help you to digitise and optimise the process.
“What I appreciate about Fusio is the flexibility and responsiveness in development – we have created solutions together tailored to our needs. We also welcomed the fair pricing policy for changes and additional requirements that arose during the development of the solution.”
Ing. Karel Dvořák, Deputy Director for Economics and Technical Support, Diocesan Charity Brno
5 steps for processing received invoices in Fusio
1. Document input
Invoices are automatically entered into the system from your e-mail, by scanning from a multifunctional device or from a collection folder on your computer.
The optimal situation is for documents that you already receive in electronic form.
If your suppliers e.g.
send invoices to the e-mail address faktury@vasefirma.cz, we will add a data pump to Fusio that will automatically download the e-mails from the mailbox and include them in the system – with the possibility to receive messages only from pre-approved addresses or addresses that meet other defined requirements.
You can scan the invoices you receive in paper form into the system, for example on your multifunctional device.
The scans are loaded into the system in bulk, you just need to set up the scanning workstation correctly.
2. Admission to Fusio
Basic information about the invoice – such as Supplier or Date/Time of Delivery – is available immediately upon receipt in Fusio.
You can therefore quickly approve the document if necessary .
The QR Invoice format can be used to automatically fill in some accounting data
The QR Invoice allows easy transfer of the header parameters of the invoice from paper to Fusio and ensures the most automated processing – everything will be done without manual input (invoice number, intricacy date, TIN, invoice issue date, tax base, variable symbol, etc.
You will increase user satisfaction and reduce input errors and the need to solve problems associated with it, e.g.
You will also be able to reduce the complexity of the entry process and reduce the risk of errors related to the VAT control declaration.
Fig.: Integration of Fusio with QR Invoice – a standard that allows sharing accounting information with the Fusio system using a QR code:
3. Automatic extraction
An optional part of Fusio is the automatic extraction of your required detailed data and its verification (validation) before saving or exporting the data.
Learning algorithm
The system is based on an algorithm that gradually learns and improves the results of document extraction.
As the number of documents processed increases, the system automatically stores the latest information by document type and always selects the best location of each value for extraction during processing.
The entire algorithm runs in the background and does not require user intervention.
Document processing procedure
After a document is learned during the first scan, all text is automatically extracted for subsequent documents.
From the extracted data, the system recognizes what type of document it is (this is the so-called document template).
According to the template, the required data (invoice number, supplier ID, etc.) is searched and displayed in the form of a list of found attributes.
The user can correct or specify any data at any time.
After automatic checking and verification of the extracted data by the user, the document is saved in the required file format or the data is exported to the information system to which Fusio is connected.
Automatic validation of extracted data
The system enables automatic validation (checking) of the extracted and entered data.
When an attribute value is extracted or entered, the value is checked against the database or ERP system, and if the value is incorrect, the export of the entire document is disabled and the attribute is highlighted in red.
At the same time, the reason why the check of the attribute value failed is always listed for the attribute, for example, that the entered ID does not exist in the information system.
If the data is entered correctly, the selected attribute is highlighted in green.
Fig.: Fusio – Extracted data (right) – correctly extracted data marked in green, red items can be corrected by manually marking the required data on the invoice.
4. Approval
Once you receive an invoice in Fusio, you can approve it immediately thanks to the immediate availability of basic information such as Supplier or Date/Time of Receipt.
Once extracted, more detailed information is available, such as Price, Due Date, Invoice Number, etc.
Fig.: The ability to approve a document from a mobile device.
Tip: Automatic Matching: Incoming Invoices + Orders
Ask your suppliers to quote your order numbers on invoices.
Then your received invoices can be automatically matched with the orders entered in Fusio.
This will simplify your company’s purchase approval process and keep your costs under control.
You can easily approve incoming invoices by marking the “Ordering Party” in the system as the “Approver” of the invoice.
You can also implement an automated system: Request Submission – Purchase Approval – Invoice Pairing – Invoice Approval.
This will give you a good basis for your financial controlling – data on orders placed and costs of individual departments, commodities purchased, etc.
Fig.: Example of the Invoice Approval Agenda – List and Fusio Editor:
5. Export to ERP
The extracted and verified data can be saved in your desired format or exported to an information or accounting system, SQL, etc.
Fig.: Fusio – Saving the extracted data in the required format and data saved in XML format.
Seamless integration with the systems you use
Fusio is a flexible software that you can easily connect with your other tools.
So you can keep using them without worrying about their functionality.
And many more…
Video-tip: Approving invoices quickly and easily in Fusio
Check out some tips on how to easily approve an invoice in Fusio.
We have prepared a short video for you.
Benefits of electronic invoice approval in Fusio
- Introducing and making an effective approval process part of the company's practice.
- Supervision of approval deadlines (set in Fusio).
- Linking the process to orders and facilitating approval or automatic approval based on already approved orders.
- Automatic approval of regular invoices.
- Effective communication and information sharing within the work team.
- Reporting, notifications and sending out instructions.
- Integrate Fusio with your accounting software.
- Quick approval from a mobile device.
- And much more...
Video-tip: QR codes on documents
Did you know that Fusio can self-classify documents according to the information contained in the QR code on them?
Watch the short video.