Challenge: invoices from multiple locations
Documents originated across a distributed network of retail or service locations, while their data had to remain consistent with the central financial and accounting system. Paper distribution, manual operations, and different access levels made it difficult to control the entire lifecycle.
The process required structured formats, validation, authorization, and status synchronization between systems.
Solution: a central workflow from creation to archive
Astrafox built a web platform connecting locations, the central accounting system, and the national e-invoicing platform.
The system provides:
- creation and import of invoices from source systems,
- generation of a PDF with a QR code and structured XML,
- document validation and comparison,
- a queue for transferring invoices to the ERP system,
- corrections, copying, and cancellation of documents,
- two-way synchronization of data and statuses,
- automatic document distribution by email,
- status-change notifications,
- change history and versioning,
- operational and KPI reports,
- announcements and user surveys.
Outcome: a consistent process across the network
Everyone works with the same current data about documents, recipients, and locations. Automated validation, queues, and synchronization reduce manual handling. The operation history traces the invoice lifecycle, while the permission model protects data for individual locations.
Technical details
The web platform exchanges data with the ERP and the national e-invoicing platform. It supports XML, PDF, QR codes, task queues, and automated background processes. The scheduling mechanism synchronizes data, checks certificate validity, updates statuses, and generates periodic reports.
Frequently asked questions
Does the platform handle corrections and cancellations?
Yes. It also preserves the change history and successive document versions.
Does a user see invoices from every location?
Access depends on the assigned locations, role, and user permissions.