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INVOICE MANAGEMENT & APPROVAL

Invoice Workflow & Allocations That Work With Your AP System

Capture vendor invoices in one place, allocate costs to one or multiple cost centers or projects, route invoices for approval, and send approved invoices to your accounts payable system.

DATABASICS works with your team to configure the allocation structure and approval workflow around how your organization reviews, codes, and accounts for vendor costs.

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invoice management

42%

faster approval processing

100%

centralized invoicing process

100%

allocation to projects/grants/codes

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Centralized invoice intake

Collect invoices in one controlled system instead of across individual email inboxes.

Authorized vendor invoice submission(1)

External vendor submission

Allow authorized external vendors, including consultants, to log in and submit their own invoices.

Authorized vendor invoice submission(2)

Flexible cost allocation

Allocate an invoice or individual invoice lines to:

  • One cost center
  • Multiple cost centers
  • One project
  • Multiple projects
  • Other supported accounting dimensions
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Accounts payable handoff

Send approved and correctly coded invoices to the accounts payable system for payment processing.

What You Get

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Allocation design and discovery

One place for every invoice

Give employees and authorized vendors a central place to submit invoices instead of sending them through scattered email threads.

Accurate cost allocation

Accurate cost allocation

Code invoices to the right cost centers, projects, or other accounting dimensions, including splitting costs across multiple allocations.

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Rules and approval setup

Route invoices to the appropriate reviewers using configurable workflows for different entities, departments, vendors, or invoice types.

A structured new-vendor process

A structured new-vendor process

Identify new vendors and collect the information your team needs before sending an invoice to accounts payable.

Administrator and reviewer training

Administrator and reviewer training

Get administrators and finance reviewers ready to manage defaults, fix invalid codes, handle approval exceptions, and update the workflow as your accounting structure changes.

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Why Teams TrustDATABASICS

Project and cost-center reporting depends on the coding on each invoice. DATABASICS keeps the document, line split, approval actions, and ERP handoff together in one workflow you can review.

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No company provides the level of service that DATABASICS provides. It's like we just hired another team to help us when needed!

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Map invoice costs to the work they support

See how DATABASICS can apply defaults, handle line-level exceptions, check accounting codes, and send the approved split to your ERP.