This is an extremely popular application for Kontrolla customers and the Kontrolla solution provides one or more of the following:

  • Scanning paper invoices and/or importing electronic PDF invoices
  • Invoice data capture
  • Routing of invoices in accordance with authorisation (delegation of authority) rules
  • Notification and reminders by e-mail
  • Approval or rejection
  • Posting invoice data into your accounting system
  • Authorisers can be widely dispersed

The big advantage of a Kontrolla solution is that if you need something more in this process we can usually accommodate your requirement. Examples of this could include:

  • Authorisers adding/changing codes to re-allocate cost
  • Prepaid invoices allocated and amortised correctly
  • Accruals posted and reversed after approval
Implementing a Kontrolla solution for purchase invoice approval delivers the following benefits

Control – Kontrolla coding forms can enforce correct, consistent submission of invoice data. Kontrolla is particularly powerful because data can be selected from or validated against a corporate accounting system. Kontrolla is also particularly flexible in being able to add rules ranging from simple to complex when capturing invoice data.

Visibility – Finance can view the progress of any invoice, particularly following submission for approval. Finance can be notified if approval or rejection occurs. Invoices may need to be distributed in a controlled manner. For example one department should not be able to view another department’s invoices – Kontrolla provides facilities to control this access.

Cost reduction – The following costs can be eliminated or reduced:

  • Postage
  • Photocopying
  • Storage space associated with invoices and associated documentation
  • Bottlenecks in this process can be identified and removed
  • Early payments become possible and discounts can be negotiated
  • Users can instantly drill back from their accounting system to an invoice and its image
  • Processing time can be drastically reduced – authorisers can be notified immediately, finance do not need to re-key data

Kontrolla has been installed along many leading technologies such as SAP Business One, SunSystems, Coda, MS Dynamics NAV, ProActis and IPOS.

If this interests you – you will probably have further questions – for more information or a demonstration please contact us. Please also review our testimonials.