Purchase before invoice
The requisition passes authority, budget, and approval checks. The purchase order becomes the reference point for the invoice and receipt.
Home › Solutions › Invoice and purchase workflow
Astrafox solution
Purchase invoice workflows without email, retyping, or guesswork
An invoice arrives from KSeF (Poland's National e-Invoicing System) or by email, yet accounting still has to find the cost owner, purchase order, and correct approval path. We connect the entire process—from the document and purchase through the budget and ERP to payment preparation.
From invoice receipt to posting and payment
Each document follows one controlled path from receipt to payment
On the AMODIT platform, we design roles, rules, exceptions, and decision history. Integrations transfer data among KSeF, the workflow, an ERP or financial and accounting system, and the bank without creating another information silo.
The invoice arrives from KSeF, email, or a scan, or is added by a user
OCR or AI reads the data, and an operator reviews the result
The document is linked to the contractor, purchase order, contract, and budget
Responsible employees describe the cost, code it, and approve the invoice
Approved data goes to ERP or the financial and accounting system
The process prepares payment, stores the status, and feeds reporting
Exceptions have owners
A missing purchase order, budget overrun, duplicate, or data discrepancy goes to the person responsible for the decision.
Status without another email
Finance and cost owners see the document stage, decision history, due dates, and data needed to analyze liabilities.
Before and after—five situations from finance work
Before
An invoice moves back and forth among accounting, the requester, and a manager because a purchase order or cost owner is missing.
After
The document is linked to the purchase order, budget, and approval rule, while any exception goes to the right person.
Invoice and purchase order
Before
The CFO receives the forecast late because departments submit different spreadsheet versions.
After
The data has shared definitions, a schedule, and validation, and deviations are visible before publication.
Forecast and budget
Before
A controller reconciles margin instead of analyzing the cause of a deviation.
After
An agreed model combines sales, discounts, costs, and source documents.
Margin and profitability
Before
An analyst finds an error only after the report is published.
After
Data quality and lineage checks flag an incomplete data set before publication.
Data quality
Before
An accountant receives a cost category without knowing why it was selected.
After
AI proposes a category or priority, and the accountant sees the input data and approves the selection.
AI under control
Requisitions, purchase orders, and budgeting form a separate solution area. It covers requisitions with authority-based approval, collecting proposals, supplier purchase orders, budget reservations and controls, and matching purchase orders with invoices and warehouse documents.
AI and OCR remain under user control. They read the document, propose data, and flag exceptions, while a person reviews and approves the output. We use existing models and configure them for the client's process—we do not train LLM or OCR models. We process AI data in a controlled environment in EU regions; the models are not trained on client data, which ensures compliance with the GDPR and the EU AI Act.
How it works
From the document source to payment and decision-ready data
We adapt the process scope to the organization. The objective remains the same: connecting documents, people, and systems in one working environment.
This universal path shows the solution's scope. We configure roles, approval rules, and integrations for the company's environment.
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Document receipt
The invoice enters the process regardless of channel and format.
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Reading and verification
OCR and AI propose data, and the user reviews the output.
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Coding and approval
AMODIT routes the document through roles, cost coding, and approvals.
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Posting
Approved data and coding go to the financial system.
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Payment and reporting
The process feeds payments, statuses, and cost and liability analytics.
AMODIT connects roles and the workflow, while KSeF Connector and integrations exchange documents, data, and statuses with the process environment.
AMODIT
Workflow, roles, rules, AI, and decision history.
- KSeF Connector
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Flow: documents.
Document sources
- KSeF
- scan
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Flow: data and suggestions.
AI and capture
- OCR and AI
- KSeF data
- human review
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Flow: approvals.
People and roles
- cost owner
- approver
- accounting
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Flow: data and statuses.
Financial and ERP systems
- SAP
- Symfonia
- Comarch ERP XL and Optima
- enova365
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Flow: payments.
Bank and payments
- transfer batches
- payment status
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Flow: analytics data.
Reporting and BI
- costs
- liabilities
- process stages
More than workflow
Technology and services in the invoice workflow
We select the elements that fit the company's architecture. We use AMODIT and Astrafox products first, adding other vendors' solutions when the client's environment requires them.
AMODIT
On the Astrafox platform, we build invoice, purchasing, budgeting, and approval workflows with roles, due dates, notifications, and a decision trail.
See AMODIT →KSeF Connector
Astrafox's own product connects KSeF to any ERP or accounting system and handles communication, mapping, validation, statuses, and official acknowledgments (UPO) for companies operating in Poland.
See KSeF Connector →AI and OCR
We capture headers and line items from invoices, bills, and receipts. KSeF documents use structured data, while other channels use OCR.
See AI solutions →Cost and liability BI
We combine process and financial-system data in reports showing costs, liabilities, budgets, deadlines, and bottlenecks.
See Data & BI →Cloud or on-premises
We run the solution in the Astrafox cloud, the client's cloud, or the client's infrastructure, with defined access, backups, and maintenance accountability.
See Cloud & Infrastructure →ERP and financial-system integrations
We connect the workflow to SAP, Symfonia, Comarch ERP XL and Optima, enova365, TETA, Microsoft Dynamics, and other systems: master data, invoices, coding, and posting and payment statuses.
See Software & Integrations →Controlling, receivables, and finance infrastructure
Financial reporting supports root-cause analysis when measures share definitions, data passes quality controls, and users can move from a result to its source.
P&L and margin
Revenue, costs, and results follow one methodology, and every value has a path to its source.
Budget and forecast
Plan, actuals, and deviations appear in the same period, company, and accountability context.
Receivables and liquidity
The team analyzes due dates, the receivables structure, and items that need attention without manually consolidating data.
AI Business Indicators
It combines financial and sales metrics, presents the methodology, and prepares AI insights with access to source data.
See the product →ETLO
It organizes report feeds, data testing, value lineage, and AI-assisted change publication.
See the product →Cloud for finance
We combine environment cost control, access separation, backups, and data recovery on Azure, Google Cloud, or AWS.
See Cloud & Infrastructure →Integrations
The workflow works with the system in which the company already manages finance
Our projects have connected invoice and purchasing processes with SAP, Symfonia, Comarch ERP XL, Comarch ERP Optima, enova365, TETA, Microsoft Dynamics, and Exact. We also integrate other financial and ERP systems when they provide an interface required for secure exchange.
Depending on the process, the exchange covers master data, contractors, purchase orders, accounts and cost centers, invoices, coding, posting status, and payment status.
We adapt the exchange method to the system
- connectors and available APIs, including REST APIs;
- web services and secure file exchange;
- SQL staging tables;
- XML files and other agreed formats;
- error handling, retries, and exchange statuses.
Typical scope
The process covers the documents, exceptions, and rules used in your organization
We do not limit the project to a basic invoice. We also organize related purchases, budgets, and payments.
Corrections, pro formas, and advances
Links to source documents and the appropriate handling path.
Currencies, companies, and branches
Separate master data, permissions, and rules for organizational units.
Duplicates and completeness
Controls for data, confidential B2B documents, and cases that require a decision.
Authority matrices
Approval by role, amount, cost center, project, company, and purchase type.
Requisitions and purchase orders
Supplier proposals, purchase orders, and matching invoices to purchases and receipts.
Budgets and reservations
Plan, use, fund reservations, and overrun alerts.
Coding and posting
Accounts, cost centers, projects, and other dimensions sent to the financial system.
Transfer batches
Polish and international payments, Elixir, and split payment.
Experience catalog
What we work with in invoice and purchasing projects
This catalog combines repeatable and specialized project scopes: from documents and process rules to integrations, payments, and reporting. It presents the elements we select for each company's process and environment.
Systems and integrationsAMODIT, KSeF, ERP systems, and banks connected to the invoice workflow through secure integrations
AMODITKSeF and KSeF 2.0AMODIT KSeF Connector and CloudAgent for systems running in the client's infrastructureSAP ERP, SAP Business One, SAP Retail, and SAP PIOracle JD Edwards (JDE)Symfonia Finanse i Księgowość, Handel, and 50cloudComarch ERP XL, Optima, and Altumenova365TETAMicrosoft Dynamics 365, AX, Navision, and Business CentralExactStreamsoft VERTOWaproSubiekt nexo, Rewizor nexo, Navireo, and SferaKAMSOFT FKWInfor ERPRAKSRekordSIMPLE ERPSoftlabKsenofontProtel and Opera hotel systemsTransportation and logistics systemsMedical and billing systemsPurchasing and ecommerce systemsCustom financial and operational systemsSharePoint and Power Appsskanuj.toAMODIT AI OCR and SmartOCRABBYY FineReader, Alphamoon OCR, and OCR in Microsoft AzureStatistics Poland (GUS), the Polish VAT whitelist, VIES, and National Bank of Poland exchange ratesBank integrations through APIs and filesmBank, Pekao, Santander, and BNP ParibasPolish and international banking formats, including Elixir batchesIntegrations through REST APIs, web services, and system connectorsStaging tables, SQL views, and stored procedures in MS SQL and MySQLData exchange through ODBCFile exchange through SFTP and FTPData exchange in IDoc formatXML documents and XSLT transformationsCSV, TXT, Excel, and XLSX filesPDF and DOCX documents, email, and network resourcesBarcodes and QR codesAuthentication through SSO, CAS SSO, and Azure ADKSeF tokens and certificates, SSL, and VPN tunnelsMicrosoft Azure, Debian Linux, and the client's on-premises infrastructure
Document types and variantsInvoices, corrections, purchase orders, warehouse documents, budgets, and payment data
Purchase, cost, and incoming invoicesSales invoicesAdministrative, commission, and claims invoicesMaterials, warehouse, and goods invoicesInvestment, CAPEX, and project invoicesOwner, internal, and commercial invoicesConfidential and restricted B2B invoicesPolish, international, and foreign-currency invoicesExpense invoices and utility, energy, and maintenance invoicesTransportation, hotel, and manufacturing cost invoicesCredit notes and correction notesAccrual notes, debit notes, and internal vouchersPro forma invoices, advance invoices, and prepaymentsCash and card-paid invoicesBills and receiptsAccounting and customs-and-tax documentsInvoices for reimbursement or paymentTickets and business trip settlement documentsPurchase requisitions and internal and supplier purchase ordersSupplier proposals and related contractsGoods receipt (PZ), goods issue (WZ), and warehouse receipt documentsBudgets, forecasts, reservations, cost estimates, and cost plansPayment batches and transfer filesStructured KSeF invoicesPDF scans, document images, and email attachmentsSource documents and related documentsBank account data and SWIFT codesContractor and supplier master dataAdvance and expense settlements
Process scenariosFrom receipt through checks, coding, and approval to ERP, payment, and archiving
The system retrieves invoices from KSeFAn invoice is registered from email, a scan, a network folder, or manual entryThe system splits multiple invoices from one email or file packageA document enters the correct workflow based on its classificationOCR or AI OCR reads the document, and a user verifies the output before correction or another readA KSeF invoice bypasses OCR, while its XML data is mapped and displayed as a PDFThe system checks duplicates, completeness, and formal, arithmetic, and accounting complianceThe system checks VAT data, VIES, Statistics Poland, and the Polish VAT whitelistThe process creates contractor master data and verifies the bank accountA correction is linked to its source documentThe invoice workflow is connected to contracts and signaturesThe cost is coded to accounts, cost centers, and projects and allocated among units and facilitiesThe system suggests coding based on the contractor and historyAn approval matrix routes the invoice by amount, role, cost center, project, and purchase typeApproval follows a single-level, multi-level, parallel, or conditional path with substitutions and escalationThe process handles reversals, returns, and errorsCompanies and branches have separate paths and B2B document confidentiality rulesThe process covers a requisition, proposal collection, and generation of a supplier purchase orderThe supplier can access the completion date and commentsA purchase order is created automatically from a budget or contractAn invoice is matched to a requisition, purchase order, contract, goods receipt, and goods issueThe system settles and compares multiple invoices, purchase orders, receipts, and ERP dataThe plan is imported, and the budget is reserved, used, and restoredA budget overrun triggers an alert and additional approval of the limitInvoices and coding go to ERP, and statuses return to the workflowThe user sees the current payment statusThe process prepares Polish and international transfer batches, including ElixirPayments cover consolidation, split payment, offsets, and scheduled paymentsThe KSeF integration sends sales invoices, retrieves purchase invoices, and supports self-billingKSeF handling covers online and offline modes, retries, cancellation, statuses, and QR codesIn emergency mode, the system retrieves XML and finds related documentsThe archive retains the change history and documents under retention rules and lets users search for themThe system sends notifications, follow-ups, and remindersThe process handles documents in Polish, English, and other languages
Reports and analyticsOperational reports show statuses, due dates, costs, budgets, payments, and errors
Document status shows the current stage, processing time, and delaysHistory shows every approval and changePayment due date reportPosting and payment statusLiabilities, scheduled payments, and documents awaiting transferCosts by account and cost centerCosts by project, construction site, location, branch, facility, and vehiclePlan, reservations, use, and available budgetBudget and limit overrunsUnassigned invoices and documentsRequisitions and open and settled purchase ordersLinks among purchase orders, invoices, and receiptsSuppliers and their bank accountsErrors, duplicates, and missing dataKSeF statuses, errors, and confirmationsAdvance, card, expense, reimbursement, and payment settlementsForecasts and cost provisionsMonthly and annual reportsPivot reports, operational views, and management dashboardsExcel, CSV, and PDF exports
Scale and environmentsProjects since 2011, hundreds of organizations, and solutions for groups of up to 60 companies
Implementations in hundreds of organizationsProjects since 2011Up to 60 companies in a single KSeF scopeUp to 23,000 purchase documents per month in the largest scopeUp to 1,700 production licenses in one organizationSaaS, the client's cloud, and on-premises installations
Scale and experience
We have implemented purchase invoice and purchasing workflows in hundreds of organizations
The scope ranges from single companies to multi-company groups and multi-branch organizations. Clients in this area include Rossmann, Neuca, Deutsche Bank, Weco-Travel, Netia, PCBC, Santander, Sportano, and Polmlek.
Why Astrafox
- We have experience in multi-company and multi-branch organizations where approval rules and systems differ among units.
- A named team is accountable for the process, OCR and AI, and post-launch support.
- When an invoice passes through several systems, we connect KSeF Connector, the AMODIT workflow, any ERP, the bank, and reporting.
Selected finance implementations
Grupa Żywiec
Electronic workflow for contracts, invoices, and internal documents
- Business challenge
- In a large organization, handwritten signatures and paper document workflows prolonged the work of many process participants.
- Solution
- Purchase contracts, invoices, schedules, and policies follow electronic approval and signature paths in AMODIT.
- Business outcome
- The company eliminated paper from these processes, shortened their duration, and made work easier for participants.
ResInvest Energy Chorzów
Document workflows connected to ERP
- Business challenge
- Replacing the main ERP required separating document workflows from legacy systems while preserving flexibility for future changes.
- Solution
- Correspondence, contracts, purchasing, warehouses, invoices, and HR processes run in AMODIT connected to ERP.
- Business outcome
- The company develops workflows on one platform and adapts them to user needs and changes in external systems.
6 implementations of this type
Financial and management reporting
- Business challenge
- Distributed reports and spreadsheets made it difficult for management and finance to obtain a shared view of results.
- Solution
- Financial and management metrics appear in Power BI or Tableau reports instead of separate statements.
- Business outcome
- Decision-makers analyze costs, revenue, margins, and other results in shared views.
Implementation and maintenance
The project covers the process, integrations, and accountability after launch
We run the solution in the Astrafox cloud, the client's cloud, or the client's own infrastructure. The architecture follows the organization's security rules, integrations, and operational accountability.
Process analysis and design
We organize roles, documents, rules, exceptions, data sources, migration scope, and test scenarios.
Testing and training
We prepare environments, run user testing, and deliver training tailored to business and administration roles.
SLA-based support and development
We provide maintenance, updates, error handling, user support, and process development following organizational and legal changes.
What determines the scope and cost
Processes and exceptions
Invoices, purchase orders, budgets, receivables, and approval variants.
Sources and integrations
ERP, financial and accounting systems, banks, KSeF, CRM, data warehouses, files, and APIs.
Data quality
Definitions, completeness, mapping, history, and validation rules.
Organization scale
The number of companies, locations, users, currencies, and charts of accounts.
Security and audit
Permissions, decision trail, retention, and acceptance scenarios.
Maintenance
Monitoring, error ownership, support, and further development.
Related knowledge
How to prepare the company for a change in invoice workflow
These topics help distinguish the roles of KSeF, workflow, and ERP and prepare solution-selection criteria.
Purchase invoice approval
What actually shortens document processing and which stages should be organized before automation.
Read the article →KSeF, ERP, and invoice workflows
How to distribute accountability among the national system, integration layer, workflow, and accounting.
Read the guide →Selecting a document workflow system
Questions about processes, integrations, security, and maintenance to ask before purchasing a solution.
Read the guide →This page shows how we implement and integrate the solution in a company's environment. The AMODIT product website contains a detailed description of product functions.
Finance solutions built by Astrafox
Manufacturing company: ERP, KSeF invoices, electronic personnel files, and kiosk sign-in
- Challenge
- A manufacturing company needed consistent ERP support, organized invoice and HR document workflows, and convenient sign-in for employees at shared workstations.
- After implementation
- ERP, invoices, and HR documents operate in one environment: KSeF invoices are routed without manual capture, and employees at shared workstations sign in with a card and PIN.
KSeF Connector: connecting systems to KSeF
- Challenge
- An ERP or accounting system needs a stable connection to Poland's National e-Invoicing System.
- After implementation
- One component handles communication, validation, statuses, and acknowledgments.
Electronic invoice workflow platform
- Challenge
- Many locations, paper workflows, and different systems made consistent invoice data and statuses difficult to maintain.
- After implementation
- A central platform automates the workflow, synchronizes statuses, and controls access by location and role.
Waste management platform
- Challenge
- Collection, location, container, document, and cost data was scattered across spreadsheets and email.
- After implementation
- The platform connects schedules, collection records, documentation, costs, and process participants.
Electronic invoicing integration platform
- Challenge
- Different document sources and formats required manual retyping, conversion, and control.
- After implementation
- The platform automates data retrieval, transformation, and validation without replacing source systems.
High-volume tax settlement platform
- Challenge
- A large volume of declarations, data from many sources, and fixed deadlines created error risk and costly manual work.
- After implementation
- A batch process aggregates and validates data, generates documents, handles submission, and preserves correction history.
Asset and approval process platform
- Challenge
- Distributed documents and manual corrections made approvals, limits, and budgets difficult to control.
- After implementation
- One system guides a document through decisions and settlement, records changes, and enforces budget rules.
JPK support system for multiple companies
- Challenge
- Sales data from multiple companies had to be transformed into the required structure and securely submitted as JPK (Polish SAF-T).
- After implementation
- One system generates XML files that comply with the Polish Ministry of Finance schema and handles their submission.
Bonus process management system
- Challenge
- Multi-stage bonus decisions required consistent criteria, confidentiality, and alignment with the organizational structure.
- After implementation
- The system organizes objective assessment, approvals, and decision history while maintaining access control.
Suspicious transaction detection system
- Challenge
- The organization needed to analyze all transactions and identify operations requiring review.
- After implementation
- The system flags suspicious transactions and prepares a report for Poland's General Inspector of Financial Information.
FAQ
Frequently asked questions about invoice and purchasing workflows
Does the solution integrate with our ERP?
Yes, when the system provides the interface required for the agreed exchange. We have connected processes with SAP, Symfonia, Comarch ERP XL and Optima, enova365, TETA, Microsoft Dynamics, and Exact. For another ERP, we first check the available APIs, services, tables, or file formats.
Does KSeF replace the invoice approval workflow?
No. KSeF handles structured invoices and communication with the national system for companies operating in Poland. The company still needs cost-coding rules, substantive checks, accounting coding, approvals, exception handling, and data transfer for posting and payment.
What happens to invoices outside KSeF?
Documents from email or scanners, and those added manually, pass through OCR or AI, data verification, and the same controlled path. The process distinguishes the document source without creating a separate workflow for every channel.
Does the process cover purchasing and budget control?
Yes. The scope connects the requisition, authority matrix, budget approval, proposals, purchase order, receipt, and invoice. The budget shows the plan, reservations, and use and flags overruns.
How is the AI and OCR output controlled?
AI or OCR reads the document and proposes data, but a user verifies the output before it continues through the process. The system preserves the status, responsible person, and change history.
How do you reconcile margin and P&L?
We first establish definitions for revenue, costs, periods, and exceptions. We then connect the required sources, build quality controls, and enable navigation from a result to its source data.
What does the audit trail contain?
The process records the owner, status, decisions, comments, and change history, while the data layer records definitions, tests, runs, and publications.
What determines the project cost?
The number of processes and exceptions, sources and integrations, data quality, organization scale, security requirements, history migration, and maintenance scope.
Does the solution run in the cloud and on-premises?
Yes. We run it in the Astrafox cloud, the client's cloud, or the client's infrastructure. The project defines data-processing locations, access, backups, integrations, and maintenance accountability. After launch, we provide SLA-based support, updates, and further development.
What is the benefit of having AMODIT's developer and the implementation team at Astrafox?
One team is accountable for the process, KSeF integration, connections to any ERP and banks, and solution maintenance. Product and implementation are covered by one point of accountability, including when an invoice passes through several systems.
Start where an invoice stops the process today
Describe the document sources, ERP system, and step that requires the most manual work. We will organize the scope of the process, integrations, and accountability.
Describe your challenge