Electronic processing of received invoices

The invoices received module is used to keep a clear record of invoices and to facilitate the process of their approval and complete processing. Invoices are received directly from the sender of the invoice by sending it to the e-mail address designated for receiving invoices, or the invoice can be scanned into the module. The sender of the invoice is automatically informed of the receipt of the invoice in the system.

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What you can use the Invoices Received module for

  • The module allows you to set up invoice acceptance from all/only verified business partners. In case invoices are received only from verified emails, it is possible to specify the user's email to which info will be sent in case of rejection of the invoice. It is also possible to manually insert an invoice into the module; when manually inserting an invoice, it is possible to enable moving the invoice directly to the "Pending" status.
  • The entire invoice approval process is done electronically, which saves time and money. The system automatically retrieves data (extracts data from invoices) from the sent invoices (PDF, ISDOC) and thus facilitates the work of the operator.
  • Within the module, incoming invoices are assigned an internal identification number, while the continuity of the number series is automatically monitored. At each stage of the invoice processing, it is recorded who and what steps have been performed on the invoice. If the invoice is in pdf format, it is possible to write notes on it - e.g. which centre the item belongs to.
  • Within the module, it is possible to automatically monitor information about business partners (with updates every 24 hours) concerning:
    • Insolvency Register entry
    • Authorised bank account numbers held with the FÚ for VAT payers
    • Unreliable VAT payers
  • Within the received invoices from verified emails, it is possible to automatically load the variable symbol of the invoice and the amount of the amount excluding VAT into the detail of the invoice record (the invoice must be in a pdf generated as text, not scanned). It is also possible to approve or reject the invoice directly from the email, which saves considerable time and makes the approval process easier, e.g. if the approver is travelling on business.
  • The module allows you to set up invoice acceptance for multiple companies at once and differentiate individual companies within the invoice register. In the module settings it is possible to choose whether the received invoice will be an attachment to notification emails. If this is enabled, it is possible to check the invoice within the received notification email (e.g. within an email informing about sending a new invoice for approval) and it is not necessary to log in to the eIntranet.
  • If necessary, it is possible to set up the approval of the invoice by multiple approvers (according to company practices) - the maximum number of approvers is 8, with the last approver being marked as the final approver (after his approval, the invoice is moved to the "Approved, for payment" folder).
  • Within the individual subfolders of the Invoices Received module, you can easily search by various parameters, such as the name or email address of the sender of the invoice, the status of the invoice (received, pending, processed), the invoice number of the supplier or the internal invoice number. It is also possible to search directly inside documents, in more than sixty file types (such as .doc, .docx, .xls, .xlsx, .ppt, .pptx, .pdf, .txt, .csv), including pdf and ocr over scanned documents.

Electronic invoicing has revolutionized the way businesses operate. By using eIntranet.net, companies can streamline their invoice management processes and save time, money, and resources. Here are just a few of the advantages to using electronic invoices through eIntranet.net: 1. Faster processing: eIntranet.net makes it easier and faster for invoices to be sent, received, and processed. This allows the business to quickly fulfil orders and minimize delays in payment. 2. Increased accuracy: With eIntranet.net’s streamlined system, there is less room for human error when processing invoices. This allows businesses to avoid common discrepancies that could otherwise lead to costly mistakes or disputes. 3. Cost savings: eIntranet.net reduces the need for paper, printing costs, and man-hours associated with traditional invoicing. By automating many processes, businesses can save resources and reduce overhead costs. 4. Improved visibility: eIntranet.net makes it easier for both buyers and sellers to view the status of invoices. This allows businesses to more effectively track and manage their finances, so they can make more informed decisions about their cash flow. Overall, using eIntranet.net for electronic invoicing provides businesses with numerous benefits. With its quick, efficient, and accurate system, businesses can streamline their invoicing process while reducing costs and improving their cash flow.