Invoice workflow

The electronic invoice workflow integrated with the National e-Invoice System (KSeF) ensures efficient and effective management of the invoice workflow process in the company. By implementing an electronic invoice workflow with KSeF, you can be sure that important documents will not be lost or destroyed, will be processed without delay and will be paid on time.

Thanks to the digitalisation of the accounting workflow, the individual work steps are automated , leading to optimised, more efficient and more effective work.

Are you familiar with these invoice circulation problems in your company?

With V-Desk, you can define any invoice workflow that is perfectly tailored to your organisation’s needs.

V-Desk will automatically assign tasks to specific people. In their absence, the task will automatically go to the designated deputy.

Advanced Power BI reports can be prepared in the V-Desk system. This allows the organisation to collect, manage, process and analyse data from various sources.

Full digitalisation of business processes at your fingertips.
More than 200,000 satisfied V-Desk users have taken advantage of this opportunity.

How to organise an electronic invoice workflow?

Electronic invoice workflow in V-Desk and V-Desk GA

The Invoices module is available in both V-Desk implementation models. It can be configured in a dedicated version of the V-Desk system and can also be selected from the ready-made V-Desk GA processes.

We will integrate V-Desk into your ERP system

The advantage of the V-Desk system is that it can be integrated with virtually any IT system. There is no company on the market that does not already use some software. The whole magic is to integrate any software used in the company with V-Desk in such a way as to improve the business processes in the organisation.

Hear what our expert has to say about the invoice workflow

Invoice workflow – FAQ

Invoice registration is possible in several ways depending on the document format. In each of the following ways, the header data and document fields are automatically recognised and completed with a high correspondence to the original.
a) Scanning invoices using barcodes
Coded paper invoices can be archived and an electronic document is left in circulation.
b) Electronic invoices
The feed source for the documents entered is the e-mail box from which the document is retrieved. The user is notified when new invoices arrive in the system.
c) Downloading invoices from other systems
Mobile apps with built-in OCR, an example is the Scan&Paste app. The data from the scanned invoice is transferred to the system, which automatically creates an electronic document that initiates the invoice workflow process.

The V-Desk system has been integrated with the government’s National e-Invoice System platform, and users can transfer and receive invoices efficiently and easily. Without a doubt, the exchange between the systems is a convenience for the user. First and foremost, invoices are automatically registered in the programme. Their structured form is changed into a readable and convenient format for the user. The downloading and transfer of income and expense invoices is ensured. There is also a report of downloaded invoices. All of this makes the electronic invoice workflow in a company and organisation considerably easier. The electronic invoice workflow in V-Desk is therefore fully compatible with KSeF.

You can read more about KSef here

Multi-level archive security makes it possible to define a flexible authorisation model and to grant access to documents only to authorised persons. Above all, the system stores documents securely, allowing quick access for authorised persons. This makes storing invoices electronically convenient. This ensures that digital invoices are never lost or damaged.

Developed and improved, OCR by Primesoft streamlines the capture of high volumes of documents. The efficiency and quality of data reading is due to the use of learning mechanisms in hundreds of projects carried out for our customers. By using the electronic invoice workflow software from Primesoft, you not only gain a fast data processing tool, but also minimise the risk of errors that could arise when manually transcribing invoice data. The intelligent data reading function allows you to view the content of documents, search and search using keywords on a full-text basis.

Verification with external official database systems takes place automatically, without the need to switch between them. The electronic invoice workflow module connects by facilitating the verification of entities with the APIs of the following government databases:

  • White List
  • REGON register
  • VAT register
  • KRS/CeiDG

V-Desk secures financial documents with:

  • authorised access to the system and individual documents
  • monitoring of logs
  • versioning of documentation
  • SSL protocol
  • encryption of passwords
  • one-time session keys
  • logs of each visit
  • registration of document download
  • an extensive entitlement mechanism
  • ISO 27001

The V-Desk system has a version of the panel in English and German. It is also available in several other languages, e.g. Ukrainian, Lithuanian and Romanian, and can be easily translated into virtually any language.

The flexibility of the system allows integration with the most popular financial and accounting systems. A two-way data exchange path with any ERP system allows invoice processing to be automated and eliminates the need to re-enter existing data. As a result, decreed invoices are automatically forwarded for payment. Information about their fulfilment will also appear in the system. In this way, the implementation of internal e-invoice circulation and management will become more efficient.

Local authorities, municipalities or city halls can and do use V-Desk for the digital workflow of cost invoices. Therefore, depending on the needs of the institution, they usually use digitalisation, workflow and processing, decreeing, management and storage of e-invoices. The process itself looks different than in commercial enterprises. Municipal companies and those managing public transport in cities often use this type of tool.