Supplier invoice approval system
SPFlow collects invoices from e-mail, EDOC and Peppol, reads their data, routes them to the right approvers and posts only approved documents to your accounting system.
Demo data
How it works
Invoices arrive on their own: from company mailboxes, as EDOC or Peppol e-invoices, or uploaded by hand.
OCR reads PDFs and scanned documents, and AI suggests posting lines from the vendor's history.
The invoice reaches the right people in the right order. They get an e-mail notification and decide in one click.
Only approved invoices reach your ERP. Prepare the payments in the same place and send them to the bank.
Features
Connect your company mailboxes and SPFlow picks up the attachments itself. E-invoice data is read straight away, with no retyping.
SPFlow uses each vendor's earlier invoices to suggest accounts and dimensions. The accountant reviews the suggestion and applies it with one button.
The document, its data and the decision sit in one view. The flow timeline shows who has approved and who is next.
Describe your approval procedure once. Flows can be tied to vendors, while amount thresholds and approval limits decide when one more approval is needed.
Holidays no longer hold invoices up. An employee registers the absence and a substitute, and SPFlow hands the invoices over and returns them afterwards.
Approved invoices are sorted by due date. Choose what to pay, get the payment approved and generate the file for your bank.
Two-way exchange with your accounting system. Accounts, dimensions and vendors come from the ERP, approved invoices go to it, and the posting number comes back.
The screens show demo data.
Also included
Unlimited legal entities in one system, each with its own settings and roles.
Each user sees only the documents and mailboxes meant for them.
Orders with their own approval, periods and linked invoices.
Track a project's invoice total from opening to closing.
Choose which fields are visible, mandatory or read-only.
Attach agreements, waybills and other supporting files at any stage.
An e-mail for every new task and reminders for delayed invoices.
Find an invoice by number from any screen, filter the lists and export to Excel.
Completed documents are kept by year together with their full history.
Accounts, departments, cost centers, VAT rates and currencies. Copy them between companies.
Microsoft Entra ID, LDAP and Active Directory, or SPFlow user accounts.
Each user works in Latvian or English.
Integrations
SPFlow works with what you already use: your accounting system, e-mail, e-invoice formats and company user accounts.
Pricing
Every plan is available in the cloud or on your server.
500 invoices a month included
In the cloud
€399per month
On your server
€3,999one-time licence
1,500 invoices a month included
In the cloud
€599per month
On your server
€5,999one-time licence
5,000 invoices a month included
In the cloud
€999per month
On your server
€9,999one-time licence
Above the included volume: €0.10 for each further invoice.
One-time setup fee: from €1,500 in the cloud and from €3,000 on your server. ERP integration is quoted separately.
Talk to us to pick the plan that fits.
FAQ
SPFlow regularly checks the Microsoft 365 or IMAP mailboxes you connect and picks up the attachments. EDOC and Peppol e-invoice data is read automatically, and OCR recognizes PDFs and scanned documents. You can also upload documents by hand.
SPFlow connects to Microsoft Dynamics NAV and Microsoft Dynamics 365 Business Central. For other ERP systems there is an XML file exchange. In every case accounts, dimensions and vendors come from the ERP, approved invoices go to it, and the posting number or an error message comes back.
Both. The cloud plan needs no servers. If you prefer to keep the data in your own infrastructure, SPFlow is installed on your server.
Yes. Flows can be built from templates or set per invoice, and tied to vendors. Amount thresholds and per-user approval limits add further approvers, and a finance controller stage can be switched on when you need it.
Invoices, credit invoices, proformas, waybills and return waybills, as well as purchase orders. Related and supporting documents can be attached to each one.
With the company's Microsoft Entra ID account, through LDAP or Active Directory, or with an SPFlow user account. Roles and permissions are set separately for each company.
The employee registers the absence and names a substitute. For that period their invoices pass to the substitute, and return when the absence ends.
Contact
Write to us and we will arrange a time for a demo.
Or write directlysales@smartperformanceflow.com