Business costs made as simple as possible

By using Flowtly, companies can not only manage time more efficiently but also manage resources and costs more effectively.

flowtly · Expense

Incoming invoices

Supplier documents · OCR read

58 this month

Feeds · received

Recurring costs

Cyclic template · fixed amount

4 200 € predicted

Predicted · next charge

Bank transactions

Statement import · MT940

312 imported

Feeds · matching

Counterparties

Suppliers & contractors

Grouped by cost group

Received

296

items this month

Categorized

272

cost group assigned

Matched

258

tied to a counterparty

Approved

249

decision made

Booked

249

posted to the ledger

−24

−14

−9

Classification272 / 296 classified

Cost groups · where spend is filed

Subcontractors92 items · 31%

Travel & transport68 items · 23%

Software & subscriptions54 items · 18%

Office & facilities41 items · 14%

Other41 items · 14%

Tags · cross-cutting labels

client:refield38project:atlas27reinvoiceable22recurring18capex11q3-budget9disputed4

47 items need review

24 no cost group · 14 unmatched · 9 awaiting approval — every drop marked on the funnel above

ControlBooked · 84%

84%Controlled

Still open

47 items

Uncategorized, unmatched or awaiting approval

Received296 items

Categorized272 · 92%

Approved & booked249 · 84%

Target · by Aug 3196%

A reliable system for transferring accounting documents

Flowtly simplifies communication between your company's administration and accounting.

Cost group control

Our financial module simplifies cost management in your company.

Cash Out: everything due to be paid

Upcoming and overdue payments in one view, from about two weeks back to three months ahead: supplier invoices already on the books and expected obligations that are not invoiced yet, shown muted. Read it as a chart by week or month, a per-day calendar or a list sorted by date, amount or counterparty. Overdue amounts are shown in red, and a week with nothing due still appears, so gaps stay visible.

Split a shared invoice by attribute

A security or cleaning invoice that covers many projects no longer has to be divided by hand. Record a number once on assets and projects, such as floor area in m², and one click fills the split in proportion. The amounts always add up to the invoice total, a project you strike stays recorded as excluded, and a split that falls short with no exclusion marked is flagged on the document.

Supplier invoices approved by the right person

With the approval workflow on, an incoming invoice goes to the owner of its cost-category tag, or to the owner of the linked cost, and otherwise to everyone who holds an invoices permission. Each approver has a Waiting on me tab with only their own decisions, a rejection carries a note, and every invoice keeps a decision history of who approved or rejected it.

One SEPA file for the whole payment run

The Unpaid tab lists every supplier invoice still to pay, approved or not. Tick the ones to pay and export a SEPA pain.001 XML file for your bank's bulk-payment import instead of keying each transfer by hand. For example, an invoice tagged Legal is approved by the tag's owner on Tuesday and paid with the rest of the week's approved invoices in Friday's file. Invoices whose supplier has no bank details are skipped and flagged.

Supplier contracts from the signed PDF

Drop a batch of signed supplier contracts and stay on the list while they upload. Each one waits in Awaiting sorting until you open its review: parties, dates, payment terms and prices are pre-filled and marked as extracted, the likely supplier is suggested by tax ID or name, and nothing is saved until you confirm. A file Flowtly already holds is recognised instead of becoming a second contract.

Debt collection

Overdue sales invoices get a reminder drafted every day for the amount still outstanding. A finance user reviews, edits and approves each one before it is sent, and the history keeps every sent, dismissed or failed reminder.

Automated integrations with banks

An advanced integration function with banks is a key element in improving financial management.

Reporting the company's financial condition

Flowtly's financial module is not only a solution for managing finances but also collects and analyzes data to help you make strategic decisions.

Using Stripe? Connect it as a bank source

How does each supplier invoice reach the right approver?

Problem

Supplier invoices land in a shared inbox and get forwarded around until someone says yes. Nobody can tell what is waiting on whom, so invoices are paid late, or paid without anyone deciding.

Solution

With the approval workflow on, Flowtly sends each incoming invoice to the owner of its cost-category tag, then to the owner of the linked cost, and otherwise to everyone with an invoices permission. Each approver's Waiting on me tab holds only their own decisions, and a rejection carries a note.

Approval routing (example)

Invoice taggedLegal

Goes toOwner of the Legal tag

Waiting on me3 invoices

Approved invoices wait in Unpaid, ready to pay

How do I pay the week's invoices in one go?

Problem

Every approved invoice turns into a transfer someone keys into the bank portal by hand: account number, amount, reference, again and again, with a chance of a typo each time.

Solution

The Unpaid tab lists every supplier invoice still to pay. Tick the ones due, export one SEPA pain.001 file and upload it to your bank's bulk-payment import. Invoices whose supplier has no bank details are skipped and flagged.

Friday's payment run (example)

Selected14 invoices

Total38 250 €

FileSEPA pain.001 XML

One upload instead of 14 transfers

FAQ

Do you have any questions?

We have collected answers to the most frequently asked questions. If you don't find the answer to your question, contact us - we'll be happy to help!

Do we have to match every bank transaction to an invoice by hand?

No. Import your bank statement (MT940) and Flowtly automatically matches payments to contractors and client invoices by amount, reference, and contractor details. Anything it can't match is queued for a quick manual assignment.

Can we require approval before an expense gets booked?

Yes. Turn on the invoice approval workflow and grant the approver role to specific team members. An incoming invoice is then submitted for review and approved, rejected, or withdrawn, with a full decision history kept for every one.

Do we need to keep receipts and invoices for every transaction?

Each transaction shows whether its required supporting documents are attached. Upload an invoice, receipt, or contract straight to the transaction, or attach a file that was already uploaded but not yet linked.

Can a company expense be tied to a specific budget?

Yes. With the Budget module active, you can assign a transaction to a budget directly from its detail view, so spend is tracked against the right project or department as it happens.

How do we resolve a question our accountant has about a transaction?

Every transaction and incoming cost document has its own discussion thread. Your accountant asks from their Accountancy view, you're notified, and you reply in the same thread until it's marked resolved.