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Purchase Invoice Approval
App

Review and Approve Supplier Invoices
Quickly and Easily

The UniFi platform gives you extensive features for limitless use cases. These features enable you drastically improve your Purchase Invoice Approval process and replace your Purchase Invoice Approval Software.

Not only can UniFi replace your Purchase Invoice Approval Software, but it can also replace all other 3rd party software. Reducing your need to manage multiple disparate systems and helping reduce your costs. It’s one platform to replace them all.

The Purchase Invoice Approval App, ensures that only accurate and authorised invoices are processed for payment. 

Automate the whole approval process with configurable workflows and see the status of each invoice in real time. Track spending against budget with ease.  

With UniFi, you can easily set up automated invoice approval workflows that match your organisational structure using a pre-built template or create your own customised invoice approval process from scratch. 

UniFi is designed to work with your existing accounting software and can be easily integrated into your core business systems.  

You can create a fully automated invoice management solution that follows all of your business rules and practices and deploy your new process in minutes – no coding required. 

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The Purchase Invoice component of the UniFi Purchasing Enterprise Suite leverages our cutting-edge Autonomous Data Capture and machine learning algorithms to minimise manual input while automating the matching process against orders and receipts.

Imagine a world where your invoices practically process themselves. With UniFi, it’s not just a dream – it’s reality.

This App can:

  • Instantly capture invoice data from uploaded documents or smartphone photos
  • Automatically populate key fields, saving you valuable time
  • Seamlessly integrate with your existing purchase orders and goods receipts

The platform allows you to easily review and adjust any details, ensuring precision every step of the way.

Whether you’re dealing with a new supplier or processing high volumes of invoices, UniFi adapts to your needs. Our intelligent matching system flags discrepancies and routes invoices for approval when necessary, streamlining your workflow and reducing errors.

Advanced Capabilities

UniFi Purchasing Enterprise Suite comes with next-gen Procurement Portal which provides real-time visibility into procurement statuses by interfacing directly with supplier platforms. This capability allows you to track orders, monitor shipments, and anticipate deliveries with unprecedented accuracy.

The suite’s Matching and Control capabilities ensure that every transaction is verified and reconciled automatically, reducing errors and saving valuable time.

 

Post-delivery reviews are seamlessly integrated, allowing you to evaluate supplier performance and product quality, and ensure continuous improvement in your supply chain.

For items that meet the threshold for fixed assets, our Asset Onboarding App collects additional details and calculates depreciation, providing a complete financial picture.

The suite also has a Spend Control and Analytics Centre, which provides deep insights into your procurement patterns. This allows you to easily identify cost-saving opportunities and optimise your purchasing strategies.

 

An intuitive Dashboard, serving as the homepage for this suite, ties everything together. It provides at-a-glance views of key performance indicators, with the ability to drill down into transaction details and generate comprehensive reports.

This central hub empowers you to visualise spending trends, forecast future needs, and make data-driven decisions to enhance your procurement efficiency.

How does it work?

Once a purchase invoice comes in from a supplier, UniFi can automatically route it through various steps of approval which might include the finance department reviewing and coding it or the manager or budget holder approving it.  

If you have an approved purchase order in the system already that matches the details of the invoice, UniFi removes the hassle of going through the approval process again (for payment approval). It does this by automatically matching the invoice to the original order, thereby eliminating the tedious task of rekeying information  

UniFi will check to ensure that the amounts and quantities tallies with the values quoted on the order.  

Once it’s gone through those steps, UniFi can generate the invoice on your accounting system to that supplier’s account so that it is ready to be paid.  

All of this is done automatically while freeing up your finance team’s time to focus on value-added tasks. 

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Autonomous Processes

Autonomous processes mimic the activities of human users so you can streamline operations, reduce manual tasks, and enhance productivity – all in the background without human input. They are fulfilled by bots that can imitate and perform routine actions that normally take a chunk of your team’s valuable time.

UniFi currently has 8 Autonomous Processes:

UniFi automates transaction creation by monitoring emails, extracting key data from attachments using OCR and AI, and seamlessly progressing transactions through workflows for faster, more efficient processing.

UniFi leverages Machine Learning and Generative AI (powered by ChatGPT) to enhance OCR and Autonomous Data Capture, enabling accurate extraction and interpretation of data from various document types, such as invoices, identity documents, forms, and tables. These AI services ensure seamless form population, with machine learning recognising key fields and generative AI providing contextual understanding for financial and HR-related documents, driving continuous automation improvements.

The Scheduler automates transactions at predefined times with preset fields, ensuring consistency, reducing manual effort, and streamlining routine financial processes.

Connect Hub offers pre-integrated autonomous APIs for UniFi, enabling seamless connections to services like Companies House, eCommerce platforms, and travel booking systems, simplifying processes like KYC, procurement, and automated bookings without technical setup.

Robotic Process Automation (RPA), automates repetitive tasks like invoice matching and automated ordering, enhancing efficiency, consistency, and freeing up time for higher-value work.

Generative AI, extends beyond OCR to automate tasks like invoice coding and document authenticity analysis, streamlining workflows, reducing errors, and enhancing compliance.

Integration bots for each inbound UniFi API connection automate interactions with external systems, enabling seamless transaction updates, data syncing, and real-time workflow automation.

 Webhooks in UniFi enable unauthenticated, one-way data transmission for immediate execution, ideal for non-critical processes like real-time notifications where response verification isn’t required.

Find out more about our Autonomous Processes here.

The use case, Purchase Invoice Approval, on this page can be turned into and autonomous process and completed by a bot. However, it’s important to note that autonomous processes offer incredible flexibility and can be adapted to any use case you can imagine. The below table showcases some of the current ways users are leveraging bots, but these are just a few examples. The possibilities are virtually limitless and constrained only by your creativity.

Autonomous Process Use Cases

Autonomous Processes
Use Cases RPA Email Extraction Bot AI/ChatGPT Integration Scheduler Connect Hub Generative AI Web Hook Integration
Autonomous Processes
Use Cases RPA Email Extraction Bot AI/ChatGPT Integration Scheduler Connect Hub Generative AI Web Hook Integration
Autonomous Processes
Use Cases RPA Email Extraction Bot AI/ChatGPT Integration Scheduler Connect Hub Generative AI Web Hook Integration
Autonomous Processes
Use Cases RPA Email Extraction Bot AI/ChatGPT Integration Scheduler Connect Hub Generative AI Web Hook Integration
Autonomous Processes
Use Cases RPA Email Extraction Bot AI/ChatGPT Integration Scheduler Connect Hub Generative AI Web Hook Integration
Autonomous Processes
Use Cases RPA Email Extraction Bot AI/ChatGPT Integration Scheduler Connect Hub Generative AI Web Hook Integration
Autonomous Processes
Use Cases RPA Email Extraction Bot AI/ChatGPT Integration Scheduler Connect Hub Generative AI Web Hook Integration
Autonomous Processes
Use Cases RPA Email Extraction Bot AI/ChatGPT Integration Scheduler Connect Hub Generative AI Web Hook Integration
Autonomous Processes
Use Cases RPA Email Extraction Bot AI/ChatGPT Integration Scheduler Connect Hub Generative AI Web Hook Integration
  • Key Benefits
  • A user of UniFi achieved time savings of 1 day per 20 invoices processed across the organisation
  • A user of the Purchase Invoice App saved 15 minutes per invoice throughout the organisation.
  • Replace your Purchase Invoice Approval software with a platform that has multiple use cases. Saving you time and money
  • Line level approvals as well as header level approvals
  • Power your purchasing workflows and approvals based on group conditions to eventually trigger multiple approvals automatically
  • Automatic duplicate invoice checking
  • Automatic integration with suppliers and accounting systems
  • Automated invoice matching to purchase orders
  • Quick and easy review and approval process
  • Real-time access to invoice information and records
  • Almost zero rekeying of information
  • Elimination of unnecessary costs and overspending
  • Centralise your invoice data
  • Get real-time insights for more informed decision-making
  • Checking that the value of the invoice is equal to the original order (or within allowable tolerances) and routing the workflow accordingly - e.g. if the invoice total exceeds the original order then re-approval by budget holder is required
  • Designed to be fully configured and customised for any requirement - if you have a unique requirement please get in touch

Other Purchasing (P2P) Use Cases

If you have a unique requirement or use case that’s not listed on this page, it’s highly likely that it’s creatable or configurable in UniFi, please speak to our team and we’ll be happy to discuss your options

UniFi Features

No-code Application Builder

Business Process Management

Automation

Accounting Automation

Middleware & Integration

Excel Add-in

Work OS

Workflow Creator

Business Intelligence

Pre-installed Foundation Apps

Artificial Intelligence

OCR/Autonomous Data Capture

Autonomous Processes

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