EP365 Received documents supplier invoices without retyping — read, checked, approved, handed to accounting
Invoices, advance invoices, credit notes and receipts from suppliers — picked up from a mailbox or a scanner, read, reviewed, approved and handed over to your accounting program. In the Microsoft 365 you already have and pay for. No third-party cloud, no AI and no extra passwords.
Sound familiar?
This is how it looks in many companies while supplier invoices run on e-mail and retyping. Not because accounting does it badly — e-mail was never built for review, approval and a record of who agreed to what.
“Invoices land in five mailboxes and some of them get lost.”
One goes to the billing address, another to a salesperson, a third sits in the scanner. By the time accounting hears about it, the due date is close.
“Invoice number, company ID, payment reference, VAT — we retype it all.”
Every document means minutes of copying into the accounting program. And a single swapped digit in an account number or an amount is enough.
“Who approved this invoice? And why does the supplier suddenly have a different account?”
The approval is an “ok, pay it” e-mail, holiday cover is sorted out by phone, and a changed bank account gets noticed only by whoever happens to be paying attention.
What Received documents does about it
Five things that calm down the flow of supplier documents fastest. The full list of features is further down in the details.
From an e-mail attachment to a batch for your accounting program
The app picks documents up from a shared mailbox or from the library your scanner saves to, or accounting drags them in by hand. It reads them, puts them in the review queue and, after review, sends them for approval. Accounting then selects the approved documents and downloads them as a single batch for the accounting program.
five mailboxes, retyping and “ok, pay it” by e-mail one queue, one review, one batch
Review next to the original
The original on the left, the extracted values on the right. Clicking a field shows its place in the document. Only what a check confirms is marked as verified — the checksum of the company ID, VAT ID and account number, the sum of bases and VAT — or what two sources agree on.
copying from the PDF into the program confirming next to the original
It learns from accounting
When a value is missing, accounting marks it once with the mouse right in the preview. The app remembers the spot for that supplier and reads their next document on its own. Custom fields — an order number, licence plate or job — work the same way.
A new supplier account doesn't slip through
The review warns where a document differs from the supplier's usual ones: a new bank account, a different VAT ID, a different currency or document type. A check in the Czech VAT payer register is one click away.
Approvers know what is waiting for them
An e-mail when a document is sent for approval, a card on the My Day page in Workplace and a reminder when a document has waited two working days. During holidays a deputy the approver chose decides instead.
The fastest route: 30 minutes on screen.
No company presentation. We share a screen and click through the app on sample data — from a document in the mailbox through review and approval to the batch for your accounting program.
For those who want to know more
Everything that matters in one place — features, a comparison with the alternatives, security, pricing and answers to common questions.
Document intake
From shared mailboxes (with a subfolder and a sender filter if needed), from libraries your scanner or a Power Automate flow saves to, and by manual upload — up to fifty files at once. PDF, ISDOC and photos are all accepted. The app writes nothing to the mailbox, moves a processed scan to a Processed folder and never creates the same file twice.
Reading in the browser
From the most precise source first: the ISDOC e-invoice, the QR payment code, the PDF text and, for scans and photos, OCR. A scan takes about 10 to 20 seconds per page. A small, rotated or finely printed receipt is read once more — straightened and enlarged. The app works out the document's VAT mode (VAT payer, non-payer, simplified document) on its own.
Review next to the original
The queue shows the status, due date, amount and how many values await verification. On the review page the preview outlines where each value was read — green when verified, amber when it needs checking, blue when corrected. Confirmations and corrections are saved as you go into the document history: who, when, from what to what.
Learning from corrections, custom fields
A value the app did not find is marked by accounting in the preview with the mouse, and the app remembers the spot for that supplier. The administrator can add up to twenty custom fields (text, number, amount, date) — each gets its own library column and goes into the Excel batch overview.
Splitting a PDF with several documents
When a scanner saves a stack of documents into one file, the app recognises it from the document number and supplier on each page and suggests the boundaries. You adjust them by clicking a page. Each part becomes a separate document; the original stays with the status Split.
Supplier records
Nobody enters suppliers in advance: sending the first document for approval creates the supplier card — name and address from the ARES register, VAT ID and account from the document. The card shows the supplier's documents, known accounts, default cost centre, how they usually invoice, and learned fields.
Warnings and the VAT payer register
A new bank account, a VAT ID different from the card, a different currency or document type all show up during review. The Check in the VAT payer register button opens the Czech Ministry of Finance search and copies the VAT ID to the clipboard — you see an unreliable VAT payer and the published accounts right away.
Approval by cost centre
Accounting chooses the document type and the cost centre, which the supplier card suggests. The cost centre's approver confirms factual correctness and, above a net limit, the authorizer approves as well; a document in a foreign currency always goes to the authorizer. Returning to accounting and rejecting both require a reason, and a returned document is approved from the start.
Deputies, cards and reminders
Each approver chooses their own deputy; the deputy takes over when the approver switches on “I'm away”, or automatically while they have an automatic reply on in Outlook. On the My Day page in Workplace approvers see their documents and, separately, those due within three days; accounting sees documents to review. A reminder arrives after two working days of waiting and three days before the due date.
Export to accounting
Accounting selects approved documents and the app packs one ZIP: the originals, an import file for the accounting program and an Excel overview (supplier, company ID, VAT ID, number, payment reference, dates, base, VAT, total, cost centre, approver). The import file is the universal ISDOC or — depending on Settings — XML for POHODA, Money S3 or ABRA Flexi with the number series, posting template, VAT classification and cost centre. In an ISDOC export, a document that arrived as ISDOC keeps the supplier's line items. A batch can be downloaded again and the administrator can cancel it.
Several companies in one app
A group with several company IDs keeps its documents in one app — from the list of our companies the app recognises which company a document belongs to, even when both company IDs sit close together on the document.
Roles and sample data
Administrator, accounting and approver; roles can go to individual people or to Entra ID groups. An approver sees only their own approval queue. Sample data is created only with a button and removed the same way.
Documents never leave your Microsoft 365
A document is read in the browser of whoever works with it — neither the file nor its text leaves your Microsoft 365, and no artificial intelligence reads it. The app has no server of its own and no Azure. The only outside request is a supplier check in the Czech ARES business register, which sends just the company ID; it can be switched off in Settings.
A library with its own permissions
The document library does not inherit site permissions — only administrators, accounting and approvers can see it, even if someone opens it directly in SharePoint. It is hidden from site contents and kept out of Microsoft 365 search; documents open only in the app.
“Verified” means verified
A value is marked as verified only when an independent check confirms it (the checksum of the company ID, VAT ID and account number, the sum of bases and VAT) or two sources agree. When sources contradict each other, the app says so next to the field — it never picks silently. A document can be sent for approval only once nothing is missing.
A trail that cannot be rewritten
Every correction, confirmation and decision is recorded in the document history — who, when, from what to what, and on whose behalf a deputy decided. The record of who approved what cannot be rewritten afterwards.
No new passwords
People sign in with their company Microsoft account, and e-mails to approvers go out through Microsoft 365. A shared mailbox is read only by someone who has access to it in Exchange. When someone leaves, IT handles it in one step — blocking the account removes access to the app too.
Only the licence request reaches us
The app downloads the file with your company identifier and expiry date and checks it in your browser. The app sends us no documents, suppliers or amounts; the app code, the scan-reading library and release notes load from our content delivery network.
Monthly licence by company size
The subscription is based on the total number of internal users in your Microsoft 365. Within a given size you get the full scope of the app, with no surcharges for individual features.
Implementation
The app creates its document library, lists and role groups by itself the first time a site administrator opens it. Together with you we then set up roles, cost centres with their approvers, the authorizer limit, your companies and document sources — shared mailboxes and scan libraries.
A site administrator to open the app for the first time, and a one-off approval of access to Microsoft Graph in the SharePoint admin centre — for e-mails to approvers, reading shared mailboxes and roles given to Entra ID groups. Whoever opens the app in accounting needs access to the shared mailbox in Exchange.
Support rate
Consultancy, environment changes, training or user support beyond the licence.
Support is charged per each started 15 minutes of work. We always tell you the expected scope up front.
Does the app send documents to AI or to a third-party service?
How do documents get into our accounting program?
Does the app do the bookkeeping or prepare payments?
How do documents get into the app?
How well does it read scans and photos of receipts?
Do we have to enter suppliers in advance?
Who approves a document?
Is the interface in English?
Who will see the documents?
What does deployment involve and what does implementation cost?
How do app updates work?
Goes well with Received documents
Further reading on the blog
Need help putting your SharePoint in order first? Explore our audit, governance and care services
What exactly do you want to discuss?
Pick what's burning most right now. We'll get back to you, walk through your situation and propose next steps, including an indicative price.