Finance

Process Incoming Invoices in Flowtly

Review AI-extracted suggestions for related month, amounts, and counterparty so every supplier invoice is accepted by your accountant.

Duration
8 minutes
Level
Beginner
Open Incoming Invoices Contact Flowtly Support
Complete these tutorials first
Create an Organization in Flowtly
Incoming invoices list in Flowtly with upload area and three invoices at 0% completion

Before you start

Flowtly's Incoming Invoices module centralizes supplier invoices whether they arrive via KSeF (Polish national e-invoicing) or are uploaded manually. Every invoice must have a related month set — without it your accountant cannot accept it in the monthly closing process.

Flowtly reads each document with OCR and proposes the related month, amounts, and counterparty. You review each suggestion and accept, correct, or reject it. Once all fields reach 100%, the invoice is ready for your accountant.

Step-by-step

Complete the flow

6 steps
Step 1

Open Incoming Invoices and add a document

Navigate to Finance & Business → Incoming Invoices. If your organization has E-Invoicing (KSeF) enabled, supplier invoices are pulled automatically from the national e-invoicing system — click Check E-Invoicing in the top right to trigger an immediate sync. If E-Invoicing is not set up, drag and drop a PDF or image onto the upload area or click Click to upload (PDF, PNG, JPG, JPEG, GIF, max 3 MB).

Tips
  • Contact your Flowtly admin if you don't see the Check E-Invoicing button — E-Invoicing must be enabled for your organization first.
Incoming invoices list with upload area and three invoices at 0% completion
Incoming invoices list with upload area and three invoices at 0% completion
Step 2

Click an invoice to open the review panel

The list shows each invoice's name, completion status (the progress circle), amount, linked transaction, accounting period, and received date. Invoices with a red 0% circle have pending AI suggestions to review. Click any row to open the detail panel. At the top of the panel you will see Note for accountancy — click Add to write a message your accountant will see alongside the invoice, or to give context that Flowtly's AI uses for future suggestions. Before working through the AI suggestions, click the eye icon in the bottom action bar to preview the original document and verify its details.

Tips
  • Work through invoices sorted by Received date (the default) so older documents don't slip past the monthly deadline.
  • Keep the accountancy note brief but specific — for example "Reimbursable travel, Q1 client visit". Flowtly's AI also reads this note to improve future suggestions for similar invoices.
Invoice detail panel showing invoice name, received date, Note for accountancy field, and AI suggestion for related month with Accept, Correct, and Reject buttons
Invoice detail panel showing invoice name, received date, Note for accountancy field, and AI suggestion for related month with Accept, Correct, and Reject buttons
Step 3

Accept or correct the related month

Under Set related month, Flowtly shows the month it extracted from the invoice via OCR, the confidence score, and the reason. Click Accept if the month is correct. Click Correct to pick a different month from the date picker. Click Reject to clear the suggestion and set the month manually later.

Tips
  • The related month is the most critical field — your accountant will not accept the invoice in the monthly close without it.
Set related month section with OCR-extracted month, confidence score, and Accept Correct Reject actions
Set related month section with OCR-extracted month, confidence score, and Accept Correct Reject actions
Step 4

Accept or correct the amount

Under Set amount, Flowtly shows the gross value, net amount, and currency extracted by OCR together with the confidence score. Click Accept if the figures are correct, or click Correct to enter the right values manually. You can also type directly into the Gross value and Amount net fields at the top of the panel and click Save next to each.

Tips
  • If the OCR confidence is below 60%, review the original document carefully before accepting.
Set amount section showing gross value 185.98, net 151.20, currency PLN extracted by OCR
Set amount section showing gross value 185.98, net 151.20, currency PLN extracted by OCR
Step 5

Assign the counterparty

Under Create supplier (or Set counterparty if a match was found), Flowtly shows what it read from the invoice. If a matching supplier exists in your records, accept the suggestion. If not, you can either choose an existing supplier from the Choose existing supplier dropdown or create a new one — the form is pre-filled with OCR-extracted name, tax ID, address, and counterparty group. Click Apply to confirm.

Tips
  • Creating a new supplier here saves it permanently, so future invoices from the same company are matched automatically.
  • A cost group suggestion may also appear in the panel. Accept or assign it the same way — it ensures the invoice is correctly categorized for reporting.
Create supplier section with OCR-extracted name, tax ID, and address showing no match found
Create supplier section with OCR-extracted name, tax ID, and address showing no match found
Supplier creation form pre-filled with name, country, tax ID, address, and counterparty group
Supplier creation form pre-filled with name, country, tax ID, address, and counterparty group
Step 6

Accept all and confirm 100% completion

Once you have reviewed the individual suggestions, click Accept all at the bottom of the panel to confirm every remaining pending item in one click. The status circle turns solid green at 100% and the list row now shows the amount, accounting period, and linked transaction number. The invoice is ready for your accountant.

Tips
  • If a suggestion is wrong, handle it individually with Correct or Reject before clicking Accept all — Accept all confirms all still-pending suggestions as-is.
Incoming invoices list with one invoice showing 100% green completion, amount 185.98 PLN, period 04/2026, and transaction number
Incoming invoices list with one invoice showing 100% green completion, amount 185.98 PLN, period 04/2026, and transaction number

You’re finished!

The invoice is at 100% — related month, amount, and counterparty are all confirmed. Your accountant can now include it in the monthly close. Repeat the same flow for every new invoice that arrives in the list.

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