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Supplier Invoice Digitisation
Document Management for Finance and Accounting

The invoice cycle is one of the most sensitive processes within finance and accounting. It involves activities such as accounts payable, accounts receivable, reconciliations, document validation, deadline control and audit preparation.

Without digitisation and proper system integration, these processes become slow, manual, error-prone and have a direct impact on month-end closing and the organisation’s financial health.

Filedoc completely transforms this workflow, bringing structure, automation and intelligence to the entire financial document cycle — from the moment the invoice is received to its posting in the ERP.

Accounts Payable Accounts Receivable Financial Audits ERP Integration

Accounts Payable

A department that benefits significantly from automation and centralisation.

Improvements with Filedoc

✔ Fast and simple invoice capture

  • Automatic retrieval of invoices sent by email
  • Intelligent processing with QR Code reading and/or AI extraction

✔ Automatic matching with purchase orders

Whenever applicable, Filedoc automatically matches:

  • the invoice,
  • the purchase order,
  • the goods receipt (GR/GRN).

Any discrepancies are flagged before approval or ERP integration.

✔ Configurable approval workflows

Approval is fully digital and can follow rules based on:

  • amount
  • cost centre
  • hierarchy
  • expense type

This eliminates manual circulation and shortens approval cycles.

Accounts Receivable

The commercial and financial teams also benefit from faster and better-structured processes.

Improvements with Filedoc

✔ Faster issuing and collection

  • Direct linkage between order → delivery → invoicing
  • Instant access to the commercial history
  • Complete document base for invoice creation in the ERP

✔ Commercial validation workflows

Before invoicing:

  • validation of commercial conditions
  • confirmation of deliveries
  • approval of discounts and campaigns

✔ Payment tracking

All documents relevant to collection are grouped:

  • invoices
  • receipts
  • debit/credit notes
  • email exchanges
  • proofs of payment
  • payment agreements

Everything is in one place — easy to review and track.

Financial Audits

Centralised, secure and complete records

All information needed for internal, external or regulatory audits is stored and easily accessible:

  • invoices
  • purchase orders
  • goods receipts
  • contracts
  • emails
  • supporting files
  • accounting attachments

Auditors can access the information with controlled permissions and full traceability — without delays.

Enhanced compliance

Filedoc ensures:

  • complete traceability
  • version history
  • audit logs
  • GDPR compliance
  • retention policies
  • support for DL 28/2019

ERP Integration

One of the most critical components of the financial process — and a key strength of Filedoc.

Filedoc communicates with ERPs bidirectionally, ensuring both systems remain synchronised and error-free.

What ERP integration enables

✔ Automatic upload of accounting data

After validation and approval in Filedoc, the following are sent to the ERP:

  • supplier
  • invoice number and date
  • total, taxable base and VAT
  • cost centres
  • purchase order reference
  • accounting codes
  • legally required metadata for certified digital archiving

✔ Automatic document creation in the ERP

The invoice is created in the financial module, ready for:

  • posting
  • reconciliation
  • payment processing

✔ Read and write operations

Depending on the ERP:

  • Filedoc reads suppliers, cost centres and purchase orders
  • The ERP receives structured data from Filedoc
  • Both systems stay synchronised automatically

✔ Document linking inside the ERP

When viewing an accounting entry in the ERP, users can open:

  • the invoice image
  • all associated metadata stored in Filedoc

✔ Compatibility with multiple systems

Filedoc integrates with:

  • Primavera
  • SAP
  • PHC
  • Sage
  • Microsoft Dynamics
  • any ERP with an API or accessible database

✔ Massive reduction in manual work

No more:

  • manual data entry
  • cross-checking between systems
  • searching for attachments
  • dispersed validation

✔ Much faster month-end closing

With everything digitised, validated and integrated,
month-end becomes predictable, faster and less stressful.

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