A supplier portal for receiving electronic invoices should fulfil various requirements in order to be efficient, secure and user-friendly.
Supplier and Invoice Management Module
An invoice receipt module contains various functions to simplify, automate and optimise the invoice processing process.
The invoice receipt platform serves as a technical component for the centralised receipt of electronic invoices as well as their validation and subsequent provision for automated further processing.
Here are some key functions that such a module includes:
1. Supplier management
- Possibility for suppliers to enter invoices directly and view the status of their invoices.
2. Various incoming invoices
- Receipt via the Peppol network
- Receipt by e-mail
- Upload via the web interface
- Manual input on the web interface
3. Data validation and processing
- Automatic check: Checking the invoice data for completeness and accuracy.
- Comparison with order data: Comparison of invoice information with corresponding orders and delivery data.
4. Workflow management
- Approval workflows: Setup of automated approval processes based on defined rules and amounts.
- Notifications and escalations: Automatic notifications to responsible employees when approvals are required or issues arise.
5. Integration with financial systems
- Accounting integration: Automatic posting of invoice data in the accounting software.
- Payment processing: Integration with payment systems to trigger payments.
6. Reporting and analytics
- Expenditure monitoring: Overview of expenditure and cost centres.
- Performance indicators: Monitoring of key performance indicators (KPIs) such as lead times, discount utilisation and supplier performance.
7 Archiving and compliance
- Digital archiving: Secure and legally compliant storage of invoices.
- Audit trail: Traceability of processing steps for audits.
8. User-friendliness and customisability
Document Management Module
A workflow for reconciling invoice-related documents, such as timesheets, between the contractor and client can be organised in several steps. The aim is to ensure efficient, transparent and error-free reconciliation.
Here is a workflow:
1. Supplier management
- Supplier onboarding process
2. Preparation of the documents by the contractor
- Prepares and fills in the timesheets based on the hours worked.
- Prepares documentation where all relevant information, activities performed, date and location are recorded.
- Performs an internal review of timesheets to identify and correct errors or discrepancies.
- Submits timesheets to the client via a shared digital system.
3. Preliminary review by the client
- Performs a preliminary review of submitted documents to identify obvious errors or discrepancies.
4. Coordination process between contractor and client
- Joint review: Both parties meet (in person or digitally) to go through and confirm the timesheets.
- Discussion and clarification: In the event of ambiguities or differences, these are discussed and clarified.
5. Final confirmation by the client
- The client officially confirms the accuracy of the timesheets, possibly with a digital or physical signature.
6. Documentation and archiving by contractor and client
- Both parties save the finalised and confirmed timesheets in their systems for future reference and possible audits.
We support and advise you on the implementation of electronic invoices!
Tel: +49 561-56014568
Email: info@invoice-portal.de
Workflow: Invoice receipt
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