VoortwareOne place where invoices arrive.
A dedicated mailbox, an upload screen or a folder. No more invoices sitting in someone's inbox.
Invoice processing
Purchase invoices arrive in one place, are read, checked and matched against the purchase order. Your team approves what needs approving and the invoice is booked in Exact or Moneybird.
Built around your work
What happens to every invoice.
Checked before anything is booked.
Lines, VAT and total have to add up, and the invoice has to match what was ordered.
Approved by the right person.
The invoice goes to whoever incurred the cost, then on to your accounting system with the original attached.
What's included
- Invoices from email, upload or folder
- Lines, VAT and total recalculated
- Matched against purchase order and delivery note
- Approval per budget holder
- Booking ready in Exact or Moneybird
- Original stays attached to the booking
Common integrations
- Exact Online
- Moneybird
- Purchasing system
- Project administration
- File archive
In practice
A supplier emails an invoice and a day later it is approved and booked.
The system reads the invoice, checks it, matches it against the purchase order and sends it to the project lead. Once approved, the booking goes to Exact with the original attached.
Accounts only looks at invoices that don't add up.
We start with your process, not the technology. For serious projects we build a free prototype upfront.
Example workflow
- 01
Incoming
- 02
Checks
- 03
Approval
From € 9,500Fixed price, agreed upfront
4–8 weeksOn average to a working version
FreeIntroduction and discovery upfront
When it makes sense
When custom invoice processing pays off.
- 01You process hundreds of purchase invoices a month from many different suppliers.
- 02Invoices need sign-off from a project lead or budget holder before they are paid.
- 03Your accounting system's scan feature reads invoices, but checking and forwarding them is still manual work.
What automating invoice processing means
Automating invoice processing means purchase invoices are no longer retyped, checked and forwarded by someone in accounts. The system reads the invoice, checks the amounts, finds the matching purchase order or delivery note and prepares the booking in your accounting system. A person only looks at what doesn't match.
Reading the invoice is the smallest part. The work is in the steps around it: who needs to approve this invoice, which project or cost centre does it belong to, does it match what was ordered and delivered? Those steps differ per business, and that is what we build the software around.
Dealing with more than invoices, such as orders, forms or photos of equipment labels? See AI document processing.
To be honest
When your accounting system's scan feature is enough
Most accounting systems can read invoices themselves, such as Exact Online with Scan & Herken. If your invoices mostly come from regular suppliers, you book them to a handful of ledger accounts and nobody needs to approve them first, that feature is usually enough. In that case we don't recommend custom software.
Custom software pays off when the work isn't in reading the invoice but in what comes after. For example when:
- invoices need sign-off from the right person, such as a project lead or a department's budget holder;
- an invoice has to match the purchase order or delivery note before it can be paid;
- costs need to land on a project or cost centre according to rules that differ per supplier or job;
- you run several administrations and every invoice has to end up in the right one;
- suppliers don't only send PDFs, but also put prices and extra work in the body of an email.
How it works
How an invoice moves through the system
- Incoming: invoices arrive through a dedicated email address, an upload screen or a folder the system watches.
- Reading: supplier, invoice number, date, invoice lines, VAT and total are extracted, including from layouts the system hasn't seen before.
- Checking and matching: lines must add up to the total, the VAT amount must be correct and the invoice is matched against the purchase order or delivery note. Duplicate invoices are caught.
- Approval: the invoice goes to whoever needs to approve it. What matches can go through in one click. What doesn't is shown with the reason.
- Booking: the approved invoice goes to your accounting system with the original attached, on the right ledger account, cost centre and VAT code.
We start with the suppliers where the volume is and expand from there. If the bottleneck goes beyond invoices, workflow automation is often the broader approach.
Integrations
Connecting to Exact Online and Moneybird
Exact Online and Moneybird both have an API we use to exchange purchase invoices, attachments, contacts and ledger accounts. The booking lands in your own accounting system, the way your accountant is used to. You don't have to switch.
Using a different package? In the discovery session we look at its API first. The better the API, the lower the cost of the integration. More on how we connect systems under integrations.
Cost
What automating invoice processing costs
A build starts at € 9,500, with a fixed price agreed upfront. What mostly drives the price: how many steps sit between arrival and booking, whether matching against purchase orders is part of it, and how many administrations and systems need connecting.
Before that comes a free discovery session: one working session in which we walk through your invoice flow and decide what needs building, or whether the feature in your own accounting system is enough. See all pricing.
Questions about automating invoice processing.
How do I automate invoice processing?
Have invoices arrive in one place, let the fields be read and the amounts recalculated automatically, and only show the exceptions to a person. The approved invoice then goes to your accounting system with the original attached. We start with the suppliers where the volume is and expand from there.
Can the system book invoices in Exact Online or Moneybird?
Yes. Both have an API we use to deliver the purchase invoice with its attachment, the contact, the ledger account and the VAT code. The booking then sits in your own administration.
How is this different from the scan feature in my accounting system?
The scan feature reads the invoice and prepares a booking. Custom software adds the steps specific to your business: approval by the right person, matching against purchase orders or delivery notes, allocation to projects and cost centres, and working across several administrations. Without those steps, the scan feature is often enough.
How do you prevent an invoice from being paid twice?
The system compares every new invoice with what has already arrived on supplier, invoice number, amount and date. A possible duplicate is held back and shown to a person instead of being booked.
What happens to invoices that don't add up?
They appear in a review screen with the reason: the lines don't add up, the VAT amount is off or the invoice doesn't match the purchase order. Someone on your team decides what happens next. Nothing goes into your accounts unnoticed.
At what volume does it pay off?
As a rule of thumb from a few hundred purchase invoices a month, or sooner if an approval step or purchase order matching currently takes a lot of time. Below that, the feature in your accounting system is usually the better choice.
How long until it's running?
A first working version is live in 4 to 8 weeks on average. We put the largest invoice flow live first and expand from there.
Let's build
it.
Bring a request, a spreadsheet or a process that takes too much time. We'll explore what would help and whether custom software is the right fit.
Book an introduction