Automated Process for Subscriptions
Everything works automatically! Sit back and focus on the really complex tasks. You don’t have to review the same invoices every month. We check each invoice for your subscription. If there are any discrepancies, you’ll receive the invoice for approval.
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Automatic approval for recurring invoices
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Automatic preliminary accounting
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Automatic cost center allocation
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Invoice verification for discrepancies
How do I set up the process?
Step-by-step instructions
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Select vendor: In the main menu, navigate to Vendors > All Vendors and open the desired vendor profile.
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Open category: In the profile, select the “Subscriptions (Automatic Approval)” tab.
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Create new subscription: Click the “+ Subscription” button.
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Set amount: Enter the gross amount of the recurring invoice.
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Select Interval: In the Frequency field, specify how often you expect to receive the invoice (e.g., monthly or annually).
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Determine Duration: In the Number of Documents field, enter the total number of invoices expected at the selected frequency (e.g., “1” for monthly billing).
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Assign Account: Select the appropriate general ledger account for posting the transaction.
Important Additional Information
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Multiple Subscriptions per Vendor: If you have multiple contracts with a single vendor for different amounts, please create a separate subscription for each amount. This is the only way the system can correctly allocate the invoices.
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Custom Fields: If Cost Centers or Dimensions are enabled in your account, please select the corresponding values directly when creating the subscription.
Full Control: Where can I find my subscription invoices?
You can track which invoices have already been successfully processed for a subscription at any time. To do this, go to:
Subscriptions > Subscription Invoices
There you will find a clear list of all documents that have been assigned to one of your subscriptions.