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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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UniFi Bots

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

UniFi currently has 5 bots:
This bot runs in the background. It automates complex, repetitive tasks traditionally performed by humans, reducing errors and freeing up time for more strategic activities.
This bot automates the extraction of data from incoming emails to create purchase invoice transactions, speeding up financial processes and reducing manual data entry
This bot enhances automation by providing AI-driven insights and context recognition, enabling advanced tasks like automatic expense categorisation to streamline accounting processes and minimise human error.
This bot automates routine and time-sensitive tasks by allowing you to set schedules across multiple UniFi apps, ensuring consistent and accurate workflow management.
Integrates seamlessly with external platforms, automating data flow and reducing manual intervention while enhancing accuracy and enabling real-time alerts, such as financial changes with the Companies House connector.

Find out more about our bots here.

The use case, Purchase Invoice Approval, on this page can be completed by a bot. However, it’s important to note that UniFi bots 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!

Bots Use Cases

  • 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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