Supplier invoice processing with DocuWare
Supplier invoices no longer travel by email or sit on desks. DocuWare captures each invoice, reads its key fields and sends it to the right people for approval. The approved invoice is created in SAP Business One, with the file linked to it.
What you get
- Invoices captured from a mailbox or a scanner
- Supplier, number, date and amounts read automatically
- Approval rules by amount or department
- Substitutes and reminders, so nothing waits on one person
- Approved invoices created in SAP Business One
Is this for you?
Approvals happen in email threads
Invoices are forwarded from person to person, and nobody knows who has which invoice.
Invoices are typed in by hand
Accounts payable enters every supplier, number and amount into SAP Business One.
The original is hard to find
When a question comes up, someone searches mailboxes and folders for the invoice.
Who does what, from arrival to posting
One invoice, five steps. Your staff check and approve; DocuWare and SAP Business One do the rest.
- DocuWare
Capture
The invoice arrives by email or scan and is stored.
- DocuWare
Read
Supplier, number, date and amounts are read from the invoice.
- Accounts payable
Confirm
A person checks the fields and corrects them where needed.
- Approver
Approve
The responsible person approves, or a substitute steps in.
- SAP Business One
Post
The invoice is created, with the file linked to it.
What we set up
01
Capture
A monitored mailbox for invoices that arrive by email, and scanning for invoices that arrive on paper. Both end up in the same DocuWare inbox.
02
Automatic reading
DocuWare Intelligent Indexing reads supplier, invoice number, date and amounts. Your staff check and confirm instead of typing.
03
Approval workflow
Invoices are routed to approvers by your rules, such as amount or department, with substitutes for absences and reminders for open tasks.
04
Posting to SAP Business One
The approved invoice is created in SAP Business One, and the DocuWare file stays linked to it.
How we work
Map
We go through your current invoice route with accounts payable and agree the approval rules.
Configure
We set up capture, reading, the workflow and the connection to SAP Business One.
Test
Your team processes real invoices in a test run, and we adjust what they find.
Go live
We train approvers and accounts payable, then support the process in daily use.
What the cost depends on
- How invoices arrive: email, paper or both
- How many approval rules and approvers you need
- Whether invoices are posted to SAP Business One
- DocuWare Cloud or your own servers
Frequently asked questions
- Does DocuWare read every invoice correctly?
- DocuWare Intelligent Indexing reads the key fields and learns from the corrections your staff make. A person still confirms each invoice before it goes to approval.
- What happens when an approver is away?
- The workflow has substitutes and reminders, so an invoice moves to someone else instead of waiting.
- Can we use it without SAP Business One?
- Yes. Capture, reading and approval work on their own. With SAP Business One, the approved invoice is also created there.
- Can paper invoices be included?
- Yes. Paper invoices are scanned and follow the same route as invoices that arrive by email.
Knowledge base
Open the knowledge baseFree consultation
Talk to a specialist about your systems
Discuss your current systems and what you need in a 30-minute video call. Afterwards, you receive a written recommendation for the next steps, with no obligation.
- 1Tell us briefly about your company and systems
- 2Meet a specialist in a 30-minute video call
- 3Receive a written recommendation