Digitizing Invoice Approval
From capture to posting: how invoice approval runs automatically
Invoices pile up, early payment discounts are missed, approvals still run via email or paper. It doesn't have to be this way – here's how fully automated invoice approval works in practice.
Who hasn't experienced it? Invoices sit unprocessed for days and early payment discounts are missed. Why? Because many approval processes in Austria and Germany still run manually via email or paper.
But all of this can be automated – from capture, through approval, to posting in the ERP. Invoices can be approved within minutes, with every step transparently documented throughout.
Invoices can be captured automatically, read by AI, and matched against purchase orders. Multi-level approvals are also possible. After approval, the automation solution posts the invoice in the ERP and archives it in an audit-proof manner.
How does invoice approval work exactly?
As soon as an invoice arrives, AI takes over the first step: the relevant invoice data is automatically extracted (amount, supplier, line items).
In the next step, the system automatically matches the invoice against the corresponding purchase order and delivery note. The so-called 3-way match checks whether the purchase order, delivery, and invoice are consistent.
- If yes: The invoice goes directly to the responsible employee for approval.
- If no: The responsible person is automatically notified so the discrepancy can be resolved.
After approval, the system automatically posts the invoice in the ERP and archives it in an audit-proof manner in the document management system.
If an invoice is not approved, the responsible person is notified and can intervene directly.
This way the invoice moves completely through the process from receipt to archiving.
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