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Document Management
ES
Use case

Document management for invoices

Automate the receipt, validation, and filing of your supplier and client invoices, without chasing approvals by email or hunting for PDFs in folders.

4 minutes read

The typical problem

  • Invoices arriving by email, WhatsApp, or paper, each one saved in a different place.
  • Approvals stuck in an inbox, delaying payments and generating late fees.
  • Manual data-entry errors in amounts, vendors, or due dates.
  • Difficulty proving input VAT or locating a specific invoice during an inspection.

How a document management system solves it

  1. Capture: The invoice arrives by email, gets scanned, or is uploaded directly, in any format.
  2. Automatic reading: The system extracts vendor, amount, date, and invoice number without anyone typing it in.
  3. Approval: It's automatically routed to the responsible person, with reminders if it isn't approved in time.
  4. Filing and reconciliation: The invoice is classified, linked to the corresponding order or delivery note, and ready to export to your accounting software.

Result

  • The admin team stops chasing approvals by email.
  • Payments are made on time, with no late fees from forgotten invoices.
  • Any invoice can be found in seconds during a query or an inspection.
Read about e-invoicing in Spain
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