BITRIX24 APP:
INVOICiNG

COMPLEX SOLUTION FOR DETAILED PROCESSING
OF INCOMING AND OUTGOING INVOICES and DOCUMENTS

  • Requisites (fields) recognition system
  • Invoicing
  • Allocation of costs to Сost Сenters

NEW LEVEL
OF WORKING WITH INVOICES:


INvOICE'S FIELDS RECOGNITION SYSTEM

Especially for this solution, we built a neural network that is trained to determine the invoice fields, scan data and transfer it to the Bitrix24 application fields. Now there is no need to manually transfer invoice data, everything is recognized automatically. And it also allows you to conveniently segment and filter documents in the future.

COST DISTRIBUTION BY COST CENTERs

Now you can divide the invoice amount into parts and relate each to a specific cost center, cost type, Deal or Project (Company). 

The Cost Center is a unique entity which is directly relates with the costs of this invoice, for example, it can be departments (marketing department, development department, etc. - depending on who the costs concern) or the business area (or service group) of the company (for example, software development, outstaffing, license sales, etc.) 

Cost types can be similar across multiple cost centers, such as server infrastructure rent, promotion costs, etc.

DETAILED INVOICES PROCESSING AND FLEXIBLE EDITING

The application interface provides: 
- Stages of confirming invoices by superior employees, accountants; 
- Receiving notifications depending on the dates in the invoice; 
- Flexible editing of data fields;
- Required fields for filling;
- View the changes history;
- Quick invoice preview;
- Document printing.

SPECIALLY FOR THE POLISH MARKET

XML export of invoice reports to Optima!

HOW IT WORKS?

1. Invoice registration

It all starts with the fact that a new document arrives at the company: it is either added by employees to the portal to a shared folder on Bitrix24 Disk, or it is sent to the application from the incoming email. All invoices will be collected in a single application interface. 

The person responsible for the initial processing of the document registers it and indicates the name of the document, fills in the receiving date, indicates the type of document (ordinary, confidential or invoice), the receiving company and the sending contractor.

Scenario 1: Documents processing

Regular and confidential documents (this includes any documents except for invoices) are transferred to the appropriate tab and are processed in stages:

Registration

Initial description by the registrator

Description of the document

Detailed description
by the responsible employee

Archiving

Transfer of a document to the archive

Scenario 2: Processing incoming invoice  (charges billed to company)

Includes a multi-step process:

Registration

The document was loaded in the app manually or the invoice was automatically pulled from Bitrix24.Drive or email

Description

OCR (neural network) automatically reads information from the invoice and fills it in the appropriate fields of the app (product, prices, dates and terms, bank details, etc.). The employee complements it if necessary

Invoice amount distribution

For detailed accounting of expenses, we can divide the invoice into several parts and correlate each of them with a specific cost center (for example, service line or department), type of costs (ex. software, web-hosting, promotions costs), project, Deal or Company

Confirmation

After costs distribution, the manager or responsible person checks and confirms it

Checking by the accounting department

The Accountant checks the correctness of invoice

Payment

The invoice moves to this status when it is ready for payment. Responsible can mark the paid amount of invoice

Archiving

All processed documents are moved to archive. It remains possible to view and comment the documents

Scenario 3: Process outbound invoice (customers invoicing)

Outbound invoicing takes place in another tab. Here the employee can add a new invoice, fill in all the fields (to whom, in what time, for what amount, product, with what taxes and in what quantity, etc.). Such an invoice is also checked and confirmed by the head of the department or other superior, and after invoicing and payment, it is archived, like the incoming document.

Invoicing directly from the app in a user-friendly interface

Automatic fields filling

Approval the invoices with the manager / accountant

Quick sending of e-mail with an invoice to the client, convenient document preview

Instant or manual marking of payment receipt

FULL APP FUNCTIONAL

Detailed description of invoices with their distribution to different Cost Centers, cost types, projects and companies

Recognition of requisites from the invoice and their entry in special fields using neural networks

Export of invoice reports to third-party
accounting systems
(Optima for Poland)

Splitting the payment amount in several stages, distribution of invoice parts for various expenditure items

Manual and automatic (from a network drive or from emails) registration incoming documents

2 directions of document processing: incoming invoices and invoices issued by the company

Wide search in all fields describing the document

Appointment of persons responsible for processing, invoice confirmation with the accounting / financial department

Distribution of incoming invoices among several legal entities

Automatic appointment of a person responsible for processing a document based on his affiliation with the company

Adding document metrics (short description on the last sheet)

Quick document preview at any stage

Combining documents into one file

Assigning special labels (tags)

Documents archiving

Document commenting and change history

All in all, the application demonstrates a small part of the capabilities
and we are ready to adapt and modify its functionality
to the specific needs of your business
Let us know what does your business need!

UPDATE YOUR BITRIX24 PORTAL WITH USEFUL APPS AND MAKE YOUR BUSINESS MORE AUTOMATED!

Try it now! Leave a request and we install the app on your portal.

1-year solution cost - $ 1 250.

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Installation instructions and other guides about application usage.

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