From expense to payment, from reconciliation
to cash flow; one flow.
Incoming invoices are captured by OCR or e-invoice and three-way matched with the order and goods receipt; a warning if there is a difference, otherwise straight to the approval chain. Payment plan, bank reconciliation and cash indicators on the same screen. It does not replace your accounting software; it runs in front of it.
From invoice intake to the cash dashboard, six capabilities
Invoices and expenses enter through one door; matching and checks are done by the engine, approval and payment decisions stay with people; reconciliation and the cash view update on their own.
Expense and invoice intake (OCR, e-invoice)
Automatic pull from the e-invoice/e-archive inbox; paper and PDF invoices are read by OCR, supplier and amount recognized. Expense forms are entered on mobile with the receipt.
"E-invoice received · supplier and PO recognized automatically"Invoice–order–receipt three-way match
Invoice lines are compared with the purchase order and goods-receipt records; quantity, price and VAT differences pass automatically by tolerance rule or drop into the review queue.
"Price difference 3.2% · tolerance 2% → review"Multi-level payment approval and payment planning
An approval chain by amount, cost center and supplier type; a suggested payment date from due date and cash position. A batch payment list is prepared for the bank with one approval.
"236,400 TL → budget owner + CFO · due 14 Nov"Bank integration and automatic reconciliation
Bank transactions arrive via API or statement file; payments and collections are matched to open items automatically, unmatched ones are listed with a reason field.
"412 transactions · 398 matched · 14 to review"Budget vs. actual tracking
Budget, commitments (open orders) and actuals by cost center and account in one table; the budget owner is notified when the variance threshold is exceeded.
"Marketing Q4 · 87% used · 2 open POs"Cash flow and due-date indicators
A weekly cash projection from open receivables and payables, planned payments and bank balances; overdue receivables and upcoming large payments stand out.
"Week 3: −1.2 M TL · VAT payment + 2 large invoices"The journey of a supplier invoice
A representative flow: from the invoice's arrival to bank reconciliation; which step the engine does and where finance decides. The same skeleton applies to expense forms and service invoices.
- E-invoice received
A 236,400 TL steel-profile invoice from Demir A.Ş. landed in the e-invoice inbox. The engine read the supplier, PO number and lines automatically; record FTR-2026-2231 was opened. - Three-way match done
Invoice lines were compared with PO-2026-1187 and goods receipt İRS-5520. Unit price matched; quantity 1.5% below the receipt, within tolerance (2%). The VAT calculation was verified. - Approval chain set
Authority matrix: above 200,000 TL → budget owner + CFO. The cost-center budget has room; the payment date was suggested as 14 November from the due date and the cash plan. - Budget owner approved
The production manager from the mobile approval inbox; invoice, order and receipt side by side on screen, the difference line flagged. Reason: "short quantity arrives with the next shipment". - Accounting closed the difference note
The accounting specialist coded the 1.5% quantity difference as "partial delivery, remaining PO open"; the invoice was posted to the accounting software, the payment item scheduled. - CFO approved the weekly payment run
In the payment inbox, the 14 November list: 23 items, 1.84 M TL; the cash dashboard shows the week positive. One approval prepared the bank instruction file. - Result: paid and reconciled
The bank transaction matched automatically the next morning; invoice "paid", remaining PO quantity open. The cash dashboard and budget-vs-actual table were updated. Processing time: 1 business day · sample.
Every invoice is one record: document image, order and receipt links, difference analysis, approvals and payment status together. Who approved what and when, in the audit trail.
FTR-2231 · 236.400 TLcapturedPO-1187 · 240.000 TLmatchedİRS-5520 · 11.8 tmatchedmiktar −%1,5 · tolerans %2note closedbudget owner · CFOpayment scheduledMatching screen, payment inbox, cash dashboard
Sample screens: three documents side by side for accounting, the payment approval inbox for the budget owner, the cash-flow dashboard for the CFO.
| Amount | Type | Approver | SLA |
|---|---|---|---|
| < 25,000 TL | all | muhasebe | 1 day |
| 25–200k | all | + budget owner | 2 days |
| > 200k | all | + CFO | 3 days |
| No PO | hizmet | + procurement | 2 days |
How does it work in your finance operation?
Pick your industry to see which flows come ready on day one and what is shaped by your tolerance and authority rules.
Raw-material invoices should match goods receipts; partial deliveries and price differences should not be tracked by hand.
Raw-material and spare-part invoices are three-way matched with PO and goods-receipt records; tolerance rules are defined by item group, the plant manager approves on mobile as budget owner.
- Raw-material invoice matchingPartial delivery, weighing difference and unit conversion rules; within tolerance passes automatically.
- Capital expenditure approvalMulti-level approval for machinery and equipment invoices; comparison with the investment budget.
- Maintenance and spare-part expensesException flow for urgent purchases without PO and retrospective procurement approval.
- Plant-level budget trackingEach plant sees its own cost centers; group finance watches the total.
Hundreds of supplier invoices and thousands of collections; reconciliation ready every morning.
In high-volume invoice and collection flows, bank transactions match customer and supplier accounts automatically; due-date tracking, discount and return offsets are recorded; customer-level receivables aging on the dashboard.
- Bulk invoice intakeHundreds of documents a day from the e-invoice inbox; supplier and PO recognized automatically.
- Collection reconciliationTransfers, cheques and card collections match customer open items.
- Discount and return offsetsVolume rebates, returns and price-difference offsets are linked to the invoice record.
- Receivables agingOverdue receivables listed by customer and sales representative.
Store expenses and till collections in one central flow; POS and bank reconciliation automatic.
Store-level expense invoices and rent payments are approved towards region and head office; daily till, POS and bank transactions are compared; store budgets appear next to actuals.
- Store expense invoicesRecurring invoices such as rent, electricity and cleaning are compared with the contract amount.
- POS and till reconciliationDaily POS report, till count and bank deposit match; differences go to the store manager.
- Rent and recurring paymentsPayment plan with a due-date calendar; contract check in increase periods.
- Store budget dashboardThe regional manager sees budget vs. actual per store.
The same payment policy across group companies, one cash view.
Company-level authority matrices and payment calendars in one place; intercompany invoices match automatically on both sides; the group CFO sees the consolidated cash dashboard and the due-date load per company.
- Group authority matrixApproval by company, amount and supplier type; above the group threshold to the CFO office.
- Intercompany invoice matchingInvoices between companies match in both ledgers, reconciliation differences go to zero.
- Consolidated cash dashboardBalance, due-date load per company and the group total on one screen.
- Internal audit reportsWhich payment, by whom, with which document; exportable trail.
Service invoices without PO and subscriptions should not go unchecked; project-level spend should be visible.
Consulting, license and subscription invoices match the contract and project budget; staff expenses are entered on mobile with the receipt; spend is linked to the project code for project profitability.
- Contract-based invoice checkMatching by contract amount and period instead of PO; over-billing warning.
- Subscription and license trackingRenewal dates, user counts and price-increase checks.
- Staff expense formsTravel and entertainment expenses with receipts on mobile; policy rule and manager approval.
- Project-based spendEvery invoice and expense is linked to a project code; compared with the project budget.
Live in four steps, in-house
- 01
Discovery
Invoice volume, document sources (e-invoice, paper, expenses), the current approval chain and bank accounts are mapped; tolerance and authority rules are written together.
- 02
Configuration
Authority matrix, tolerance rules, payment calendar and expense policy are defined; roles come from the directory (AD/IdP); the approval inbox and notification channels are set up.
- 03
Data migration and integration
Accounting/ERP accounts and chart of accounts, the e-invoice/e-archive integrator, bank API or statement connection; with the Procurement module, POs and goods receipts arrive automatically.
- 04
Go-live and training
Pilot with one company or plant; the first month-end close is done together, reconciliation and the cash dashboard are verified, accounting staff and budget owners are trained.
Start with one module, grow on the shared platform
All 12 modules share the same user directory, authority matrix, workflow engine and audit trail; they run on-premise or in your own cloud.
Runs in-house
Invoice, bank and payment data never leaves the company; the module runs on-premise or in your own cloud. Bank access is limited to reading transactions and producing instruction files.
Permissions and segregation of duties
Entering, approving and releasing a payment are separate roles; defined by amount, cost center and company. Delegation rules and dual signature are supported.
Audit trail and document integrity
Every invoice record keeps the document image, match result, approvals and payment transaction with timestamps; exportable, immutable record. Retention periods are set by regulation.
Shared platform
It shares the same user directory and authority matrix with Procurement, the document archive and the Workflow engine; start with one module and complete the invoice-order-archive chain on the same platform.
Works with procurement, the archive and the finance agent
Procurement & Vendor PortalPurchase orders and goods receipts come from here; the three-way match is not complete without a PO.
Electronic Document & ArchiveThe invoice image, approvals and payment document are linked to the archive as a signed record; retention is managed there.
Finance & Tax AgentAnalyzes reconciliation differences and writes the likely cause and a suggestion into the review queue; it does not replace the accountant, the decision stays with them.Common questions
Does it replace our accounting software?
No. The module runs in front of accounting: invoices are read, matched and approved here; the result is posted to accounting/ERP as a record. Ledgers, tax returns and statutory reports stay in the accounting software.
Which banks does it work with?
Directly with institutions offering a bank API; with others via statement files (MT940, Excel, CSV). Your account list is drawn up in discovery; the payment instruction file is produced in the format your bank accepts.
How are e-invoice and e-archive connected?
It connects to your existing integrator's inbox; invoices are pulled automatically, paper and PDF invoices are read by OCR. The outgoing e-invoice flow stays in your accounting software as it is.
Does the three-way match work without purchase orders?
Invoices without a PO get a two-way check against the contract or budget; they go to the approver under a separate rule. With the Procurement module, POs and goods receipts arrive automatically.
What does the Finance & Tax Agent do, does it replace the accountant?
The agent analyzes reconciliation differences, recurring mismatches and unusual amounts; it writes the likely cause and a suggestion as a note in the review queue. The accounting specialist makes the decision and the entry; the agent does not replace the accountant.
On-premise or cloud?
Both. For financial data most customers prefer on-premise or their own cloud account; bank connections leave from the company network. Chosen in discovery.
Do we need to buy it together with the other modules?
No. Start with one module; invoices, approvals and reconciliation work on their own. The Procurement and document-archive modules are added to the same platform later, no reinstallation.
Let's draw your invoice flow together
In a 30-minute demo we put one of your month-end closes on the table: invoice volume, matching rules, approval chain and bank accounts; see the three-way match and the cash dashboard live.