01Finance and accounting · module
Received invoices and approval workflows
Supplier invoice intake, purchase order matching, approval workflows and payment
- Received invoice
- Received invoice item
- Received advance invoice
- Received tax document
- Outgoing payment
- Payment
- Cost center
- 13
- capabilities
- 7
- record types
- 5
- automations
- 4
- integrations and AI tools
02What the module does
Less routine. More value.
Received invoices in Draivix guide a supplier invoice all the way from intake through matching against purchase orders and goods receipts to payment approval. Your company only pays invoices that have passed your configured approval workflow, and nobody can approve their own invoice.
- Invoices from email without retypingAI document data extraction prepares a draft received invoice from an email attachment or uploaded PDF. You simply review the extracted data instead of typing it in by hand.
- ISDOC file straight into the formUpload a Czech ISDOC file from your supplier directly on the new received invoice form. It creates a draft immediately, so you don't have to enter the details manually.
- Draft invoice created from a paymentAn outgoing bank payment can automatically prepare a draft received invoice. You enable this per bank account, so you decide where it makes sense.
- Invoice verified against purchasingThe system compares invoice lines against the supplier purchase order and goods receipt, marking them as matched, unmatched, or exception. You spot discrepancies before approving the invoice.
- Approve, hold, or rejectAn approver can approve an invoice for payment, approve it without payment for later release, or reject it. That way, an approved invoice doesn't have to be paid right away.
- Nobody approves their own invoiceRequesters cannot approve their own invoices, and every approval step is recorded in the history. You can always trace who authorized a payment.
- Approval tiers by amountSet approval tiers by invoice amount and choose whether one person from a group is enough or a chain of approvers is required. Small purchases don't have to go through the same route as major invoices.
- Rules that match your organizationApproval rules can depend on the branch or other invoice fields and optionally skip purchase order matching. The workflow mirrors how your company actually operates.
- Costs assigned to the right cost centerAssign invoice line items to cost centers in bulk. Even on a long invoice, you don't have to pick a cost center line by line.
- Approved invoices ready for paymentExport approved invoices as a GPC payment order file. You upload a single file to your bank without re-entering amounts or account numbers by hand.
- Payment batch for ČSOBExport a payment batch to an XLSX file formatted for ČSOB. Import it into your online banking instead of entering payments one by one.
- ISDOC export individually or in a ZIP archiveExport a received invoice to the Czech ISDOC format individually, or export multiple invoices at once in a ZIP archive. Your accountant gets the documents in a single archive or as separate files.
- Supplier advances under controlTrack received advance invoices and received tax documents, including their payments. You always have a clear overview of what you have paid suppliers in advance.
03How it works
How it works step by step.
Where invoices come from
The AI document data extraction module extracts invoice data from an email attachment or uploaded PDF and prepares a draft. You can also upload a Czech ISDOC file directly on the new received invoice form. For selected bank accounts, you can enable automatic draft creation for received invoices from outgoing bank payments.
Read in detail
On received invoices, automatic filling of the taxable supply date (Czech DUZP) is turned off by default and can be enabled in settings. Invoice line items can be assigned to cost centers in bulk.
Matching against purchase orders and goods receipts
The system compares invoice line items against the supplier purchase order and the warehouse goods receipt. Both the invoice as a whole and each individual line receive a status of matched, unmatched, or exception. Matching refreshes automatically whenever the lines or the invoice change.
Read in detail
Invoices not tied to a purchase have their own matching rules. A bank transaction can also serve as a supporting document.
Approval workflows tailored to your rules
You submit an invoice for approval. The approver can approve it for payment, approve it without immediate payment, or reject it. An invoice approved without payment can be released for payment later. Requesters cannot approve their own invoices, and every step is logged in the approval history.
Read in detail
Rules live in your instance configuration. You define whether a single approver from a group suffices or a chain of individuals must approve, and you set tiers by amount. For example, up to a certain threshold a single approval is enough, while above it a manager and then the finance department must approve. Rules can also depend on the branch or other invoice attributes, and selected rules can bypass purchase order matching. When you disable multi-tier rules, a single approval from someone other than the requester is required and purchase order matching remains mandatory.
Payment and accounting entries
You can export approved invoices as a payment order in the Czech GPC bank format or as an XLSX payment batch for ČSOB. Invoices can also be exported to the Czech ISDOC format. The system matches the outgoing bank payment to the invoice and updates its status to partially paid or paid.
Read in detail
A confirmed invoice posts an entry to the general ledger if you use it. Approval for payment can also trigger a follow-up rule in the Automation module.
04What runs automatically
Automations that save time.
Matching refreshes automatically
Whenever line items or the invoice change, matching against the purchase order and goods receipt runs again. The verification result always reflects the current state of the document.
The right approval path
Approval stages are evaluated according to the rules configured in your instance. Nobody has to decide case by case who needs to approve an invoice.
Confirmation posts to the ledger
When you confirm an invoice, it posts an accounting entry to the general ledger if you use it. Your accountant does not have to create the entry manually.
Direct payment recording from the bank
When a bank transaction is matched to an invoice, the payment is recorded and the invoice status updates. You do not need to search bank statements to see whether an invoice has been paid.
Approval triggers the next step
A payment approval event can trigger a rule in the Automation module. You define the follow-up step yourself to match how your company works.
External integrations
- Bank payment order formatSend payments to your bank as a payment order in the GPC format. The file is generated from approved received invoices, so only approved items go to the bank.
- Batch file for ČSOBA batch XLSX payment file is ready for ČSOB. You import it into your online banking instead of entering individual payments by hand.
- Invoice exchange in ISDOCThe AccountingCZ module handles both import and export in the Czech ISDOC e-invoice format. You can load supplier invoices from a file and pass them on the same way.
What the AI agent handles
On-demand extraction in chat
Ask the assistant to run AI data extraction on an attached document, and it will launch it using the start_document_parsing tool. The result then goes through the standard verification and approval workflow for received invoices.
A person approves whenever money, a customer, or an exception is involved.
05Frequently asked questions
Who can approve a received invoice?
Whoever is designated by the approval rules of your instance. A requester can never approve their own invoice.
Can approval rules be based on the invoice amount?
Yes. For each amount tier, you define the required number of approvals or a chain of approvers, such as a team manager followed by the finance department.
Does a received invoice have to match a purchase order?
By default, verification against a purchase order and goods receipt is required. You can waive this check for selected rules.
How do I pay approved invoices?
Export them as a GPC payment order or as an XLSX batch file for ČSOB and upload the file to your bank. The system then matches the payment from the bank statement.
Can I approve an invoice and pay it later?
Yes. Approval without payment holds the invoice, and you release it for payment in a separate step.
- AI document data extractionTurns invoices from emails or PDFs into draft documents ready for your review
- Payment matching and reconciliationMatches bank transactions with invoices, advance invoices, received invoices and payroll
- Warehouse managementWarehouses, bin locations, goods receipts, issues, transfers and stocktakes built on an immutable movement ledger
- Czech VAT, VAT control statements and ISDOCCzech VAT returns, control and EC sales lists in XML, ISDOC, CNB exchange rates and VIES
- Bank accounts and transactionsConnections to Fio, Revolut, ČSOB and KB, bank statements, transactions and payment orders
- Issued invoices and paymentsInvoices, advance invoices, credit notes, and tax documents for payments with gap-free numbering
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