What does a document workflow system do?
A document workflow system takes an invoice or another document from receipt to posting. It registers the document, routes it to the right people, collects coding and approvals, and passes it to accounting. Every step is recorded, so it is clear who approved what and when.
How does an invoice approval path matched to the company work?
In a custom system, the approval path can depend on the amount, department, type of cost, supplier or project.
- sequential and parallel stages
- amount thresholds that require additional approval
- substitutes during absences
- deadlines, reminders and escalations
- document coding by cost centre, project, category and account
How do you connect document workflow with accounting software and KSeF?
The system can pull invoices from KSeF and, once approved, pass them with their coding to the accounting software, for example from the InsERT family. Dictionaries of contractors, accounts and departments can come from the accounting software, so they are not kept in two places. The way of integration is confirmed after analysis.
Can a document workflow system handle payments?
Yes. The workflow can be extended with an approval-for-payment stage, a payment calendar and the preparation of transfer batches to import in the bank.
How much does a document workflow system cost for a company?
We quote document workflow systems individually. The cost is decided mainly by the complexity of the approval paths, the number of document types and how far the integration with the accounting software, KSeF and the bank goes. For larger projects we first prepare a price range and an analysis plan. The conversation and quote are free.
Frequently asked questions
What is KSeF and how does it affect document workflow?
KSeF is Poland’s National e-Invoicing System, through which companies issue and receive structured invoices. For document workflow it means cost invoices can be pulled automatically as data, with no scanning or retyping.
Off-the-shelf or custom document workflow system?
An off-the-shelf system is enough for simple, typical paths. A custom one makes sense when the approval paths are elaborate, the document coding is unusual, or you need tight integration with the accounting software you use.
Where can I order a document workflow system?
From KCD Studio. We start with a free conversation and a needs form, and prepare the quote from that.