Process Incoming Invoices in Flowtly

Before you start

What you need

• The supplier invoices you want to process, received automatically or saved as files you can upload.
• The month each cost belongs to, where the document does not make it clear.

1. 1

   Open Incoming Invoices and add a document

   Navigate to Finance & Business → Incoming invoices. If your organisation 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 organisation first.
2. 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. A circle below 100% means data is still missing or suggestions are waiting for review; its colour shows what was detected — red for a mismatch or a failed analysis, orange for missing data. Click any row to open the detail panel. Further down the panel you will find the Note section — type a message your accountant will see alongside the invoice, or give context that Flowtly’s AI uses for future suggestions; it saves automatically. Before working through the AI suggestions, click Preview (the eye icon) at the top of the panel to view 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.
3. 3

   Accept or correct the related month

   Under Set related month, Flowtly shows the month it extracted from the invoice via OCR and the reason. Click Accept if the month is correct. Click Edit suggestion to pick a different month from the date picker, then click Apply. 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.
4. 4

   Accept or correct the amount

   Under Set amount, Flowtly shows the gross value, net amount, and currency extracted by OCR. Click Accept if the figures are correct, or click Edit suggestion to enter the right values manually, then click Apply. You can also type directly into the Net and Gross fields at the top of the panel; each one saves as soon as you leave the field.

   Tips

   • If the extracted figures look wrong, open Preview and check the original document carefully before accepting.
5. 5

   Assign the counterparty

   Under Create supplier (or Match supplier 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, click Edit suggestion: you can either choose an existing supplier from the Choose existing supplier dropdown or create a new one — the form is pre-filled with the OCR-extracted name, country, tax ID, and address. 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 categorised for reporting.
6. 6

   Accept all and confirm 100% completion

   Once you have reviewed the individual suggestions, click Accept all at the bottom of the Suggestions section (it appears while more than one suggestion is pending) 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 Edit suggestion or Reject before clicking Accept all — Accept all confirms all still-pending suggestions as-is.