Receive Invoices

All received and incoming invoices can be found in the Sidebar → “Incoming / Outgoing,” where you can view some information about the email in which the documents were received, as well as e-invoices. They are displayed here for 30 days. This is simply a window for information and confirmation that the document has been received; however, you work with them from New Documents, as described in more detail later in this guide.

PDF via Email

Under Indstillinger → Incoming, you’ll find the companies’ email addresses to which you can send PDF documents to import them into BatchFlow. They are automatically scanned and added to BatchFlow.
One PDF = one document. We neither merge nor split PDFs during import.

E-Invoice and PEPPOL

If a GLN or CVR number is registered at BatchFlow, new documents will automatically be received in BatchFlow.

Create Users / Approvers

If you are the first user in the company, you’ll likely need to create a few more users so there’s someone to send documents to for approval.

Under Indstillinger → Users, you’ll find the “Inviter ny bruger” button, where you simply enter the user’s email address and select the role they should have. The role determines the user’s permissions, such as whether they can post entries, place documents on hold, edit invoice fields, etc. You can read more about the roles at here.

Overview

This section displays all widgets showing documents that are in progress or pending processing, as well as how many documents are currently in each widget. Learn more about what each one displays and what actions you can take at here.

Document Details

The buttons will vary from widget to widget depending on which actions are relevant and what you can perform. Learn more about what the document details page displays at here.

Submit in flow

When you receive new documents, they will initially be located in “New Documents.” From here, you select who should approve the document and send it out for processing.

If you know that an approval workflow will be used multiple times, you should create a "create a flow,," but you can also create a one-time workflow for more unique scenarios.

Once you’ve selected or created a flow, you can send it for review.

Accounting

By default, the posting will include at least your chart of accounts and VAT codes from the ERP system, but if you use projects or dimensions, these can also be available.

It’s entirely up to you whether you—

• Pre-post

• Have the approver post the entries

• Post after approval

• A combination (e.g., if the accounting department pre-posts, but the approver must select a project or project type)

By default, some validations are set up to display warnings or block the process if the posting is incomplete or lacks specific actions. These can be adjusted if they do not fit your workflow.

Reminder

When documents are sent out for approval, the system automatically sends daily reminders. If something is urgent or you want to give a friendly nudge, you can use the “Remind” button in Under review to send the user a notification and an email—for example, ahead of month-end or year-end closings.

Export

Once all users have approved the document, it will be available at Approved. From there, you can export the invoice to the ERP system. Again, certain validations may prevent the export if, for example, required information is missing. Once exported, the invoices will be moved to the archive.

If anything goes wrong during the export, you’ll be able to find the attachment at Export Error with the reason provided by the ERP system.

Setup and Changes

We’ve tried to create the best possible setup from the very first day you start using BatchFlow in terms of role permissions, default validations, and general settings, but you have the option to change these yourself.

Validations

You can remove validations, create new validations, or make existing validations stricter or less strict.

Note that most validations are in place to prevent the posting of erroneous invoices.

Automations

When you get tired of doing things manually, you can set up automations to automate some of the processes in BatchFlow. For example, you can

• Automatically send documents in flow to a specific workflow or the most recent workflow

• Automatically post documents in a specific way for specific vendors

• Automatically post entries based on previous documents.

New actions and checks for automation are being added on an ongoing basis—so stay tuned for new updates.

General Settings

Learn more about global settings that apply to the entire organization at here.

And company settings: here.

Good to Know

Below, you’ll find various tips to help you work smarter, faster, or better in BatchFlow.

Shortcuts

Many functions and navigation options in BatchFlow can be accessed using shortcuts. Most importantly, each shortcut performs the primary action in the current window CTRL ENTER.

See all shortcuts at here.

Out of Office

Users can set themselves to “out of the office” so that documents are automatically forwarded to their substitute. This is displayed for each user at user list.

The accounting department can also set other users to “out of office” if they’ve forgotten to do so themselves, or return them to “at work” status.

Amount Limits

It is possible to set amount limits for a user or flow, which, for example, allows certain documents to be approved by fewer approvers if they fall under the user’s authority, or by more users if they exceed it.

By default, all users have an unlimited spending limit.