Processing and posting invoices
About this source
Gen8
Source: Processing and posting invoices
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Capability · route: configured
Every invoice extracted, checked and ready for approval
In invoice processing, the time goes into retyping and investigating the few invoices that are wrong, rather than posting. This workflow extracts every purchase invoice, checks it against your rules and prepares the result for approval. Posting happens only after a person approves.
- Scoping first, then a proposal
- EU hosting
- You stay in control
At a glance
Route: configured
Control: human approval
Systems: Email, document storage, Exact Online
What happens
From signal to proposal
Invoices arrive by email or in a designated folder in document storage. For each invoice, the workflow extracts the supplier, invoice number, date, amounts, VAT amount and line items. Then come the checks: does the total match the lines, is the supplier known, has this invoice number appeared before, is the amount within your limit, and is there a corresponding purchase order or assignment?
Anything that passes is prepared as a proposed posting with a suggested general ledger account and cost center. Anything incorrect goes onto a separate list with the reason for each invoice. An accounts team member approves, corrects or rejects; only then is it posted.
Arrival
An invoice in the designated mailbox or folder. Other documents stay outside the workflow.
Extract
Supplier, number, date, amounts, VAT and line items. Unreadable or incomplete invoices are flagged, not completed with assumptions.
Check
Totals, duplicate numbers, known supplier, amount limit and link to a purchase order or assignment.
Approval
The accounts team sees the proposal with detected discrepancies and approves, corrects or rejects it.
Post
After approval, the posting is prepared in the accounting system, linked to the source document.
Limits
Where it stops
The workflow pays nothing. It does not approve invoices or raise amount limits: the limit you set is the limit. When a field is unreadable it adds nothing, but reports the missing field. It changes nothing in previously posted periods and closes no periods. It also does not assess whether an expense is commercially justified, only whether an invoice is administratively correct.
Evidence
What we can demonstrate
The platform has its own integration for Exact Online, as it does for the mailbox and document storage where invoices arrive. What is configured per organization is the path from received document to approved posting: chart of accounts, cost centers, amount limits and who signs for what differ by firm. That is why this route is called configured rather than native. For context by type of firm, see invoice flow at an accounting firm.
What happens to an incorrect invoice?
It is not posted but placed on the discrepancy list with the reason. It stays there until someone acts on it.
Does the workflow detect duplicate invoices?
It checks the invoice number and supplier against what has already been processed and flags suspected duplicates instead of posting them.
Can this work with another accounting package?
Extraction and checks are the same; posting differs by package. Check the integrations for the route that applies to yours.
Who keeps the overview?
The accounts team. The workflow provides proposals and a log of every step, not independent postings.