In many companies, a supplier invoice arrives by email, is printed or forwarded, waits on someone’s desk for a signature and is finally typed into the ERP. Nobody can say where a given invoice is, and finding the approval later means searching through folders and inboxes.
Capture once
With DocuWare, invoices are captured from a dedicated mailbox or scanner as soon as they arrive. DocuWare reads key data such as supplier, invoice number, date and amounts, and staff only confirm or correct it.
Route to the right approver
A workflow sends each invoice to the right person based on rules you define, for example by cost center, project or amount. Approvers review and decide in the browser or on their phone, and overdue tasks are escalated automatically.
Connect to SAP Business One
Once approved, the invoice data is passed to SAP Business One and the document is linked to the matching purchase order, goods receipt and A/P invoice. From SAP Business One, users open the original document with one click instead of searching for it.
Archive with a full audit trail
Every invoice is archived with its approval history: who approved it, when, and with which comments. Retention rules keep documents for as long as required, and authorized users find them in seconds.
Where to start
- Map how invoices arrive today and who approves which ones.
- Agree on approval rules and limits before configuring the workflow.
- Start with one company or department, then extend to contracts, delivery notes and other documents.
Softinent is an official DocuWare Silver Partner and implements DocuWare together with SAP Business One. Book a free consultation to discuss your document processes.