Incoming supplier invoices automation

Automation Settings

Further automate you work in Briox by activating the automation Settings under Settings - Accounting - Automation.

Automation helps supplier invoices flow through the system automatically, while the possibility to create rules, ensures that invoices requiring attention are flagged for manual review in the supplier invoice list.

Flagged invoices are excluded from mass processing and posting, ensuring that you review them manually except for high value invoices and urgent invoices.

If the setting “Allow payment and payment approval before posting” is enabled under
Settings - Accounting - Approval Levels, flagged invoices can still proceed to the app for payment approval.

Invoices that are created automatically by the Briox system are marked with the automation icon in the list for easy identification.

See below a short description of the automation and flagging (warning) features.

Automation for incoming supplier invoices

Automatically post supplier e-invoices that are a perfect match

When this setting is enables all incoming invoices that are a full match get automatically posted by the system as they enter the system. A notification informs you which invoices have been automatically posted.

Note:

The unique invoice number is used for duplicate control together with the supplier ID. Invoices identified as duplicates are held in the incoming document list and flagged as duplicates. These invoices can be deleted.
If the Posting approval is turned on Briox will save the invoice only for it to follow its path through the approval workflow.

Automatically save all incoming supplier e-invoices

This setting saves incoming supplier e-invoices as unposted supplier invoices.

If the supplier does not exist in your registry, Briox automatically creates a new supplier using information from the e-invoice.
You are then prompted to review and approve or edit the supplier details.
Because invoices are saved immediately, app users can approve them directly in the Briox app.

Note:
- For invoices with newly created suppliers, mass management is not available until the supplier has been approved.
- To delete a supplier, remove the supplier from the invoice and replace it with a placeholder. A supplier can only be deleted if it is not used on the invoice.

Automatically save interpreted supplier invoices

Interpreted supplier invoices (excluding e-invoices) from existing suppliers are automatically saved in Briox and become ready for payment without manual handling.

This applies to invoices received via:

E-mail
File uploaded
API (App)
Envoice, E-tasku and other partners

For an interpreted invoice to be saved automatically, the following information must be identified on the invoice:

Existing supplier
Invoice number
Invoice date
Due date
Total amount

If the setting “Allow payment and payment approval before posting” is enabled, he invoice can go directly to payment or approval in the Briox app.
Posting is then performed automatically or via the supplier invoice list.
Note:
The invoice does not need to be a perfect match to be saved. Coding does not need to be correct at this stage and can be adjusted before posting.

Automatically create new suppliers from interpreted invoices

If an interpreted supplier invoice (excluding e-invoices) is received from a supplier that does not exist in the registry, Briox automatically creates a new supplier based on the interpreted data available in the invoice.

To create a supplier, the following information must be identified on the invoice:

Company number
IBAN and BIC

The invoice is saved in the supplier invoice list and flagged as having a new supplier, allowing you to review and adjust the details before posting.

If the settings “Automatically save interpreted supplier invoices” and “Allow payment and payment approval before posting” are enabled, the supplier invoice can go directly to payment or approval in the Briox app.

Automatically Post supplier invoices that are a perfect match

For interpreted (non-e-invoice) supplier invoices, you can define how many previous perfect matches are required before Briox is allowed to post an invoice automatically.

This setting will affect all invoices that are not e-invoices.

Note:

When supplier invoices are uploaded manually in the supplier invoice view, in the side pannel. The invoices are not posted automatically, they are only interpreted.
Invoice date deviations can prevent automatic posting:
- Future-dated invoices are saved and flagged for manual handling.
- Old invoices (more than one month old), invoices in closed periods, or invoices on locked accounts are flagged and not posted automatically.

Warnings: Flagged supplier invoices

You can configure both standard warnings on supplier invoices and custom warnings for specific suppliers to ensure invoices requiring manual review are flagged, while allowing other invoices to flow through automatically.

Flagged invoices:

Are not posted automatically
Display a flag icon in the supplier invoice list
Have their flags removed automatically once posted

If an invoice is flagged for late payment, posting is not blocked and the flag is removed when the invoice is sent for payment.

Warning for deviating amounts

If the invoice amount deviates by more than X% (positive or negative) compared to the previous three invoices from the same supplier, the invoice will not be posted automatically — even if all other criteria are met.

The invoice will instead be highlighted in the list for review.

Posting Via mass management is permitted.

Warning for due date urgency

If the invoice due date is within X days, the invoice will be highlighted in the list so you can prioritise handling it.
Posting via mass management is permitted.

The flag is removed when the invoice is sent for payment and has status payment in process.

Warning for a high value invoice

Invoices exceeding the defined value limit will be held and flagged in the list.

Posting via mass management is permitted.

Flagged Suppliers

You can designate specific suppliers for manual processing. Invoices from these suppliers are always flagged and stopped before posting, ensuring they are reviewed before any further processing.

The reason for the flag will be displayed in the invoice list.

Common reasons for flagging suppliers include:

Accruals
Leasing agreements
Transactions requiring variable account allocations

These reasons are pre-set up.

How to flag a supplier:

Go to Settings - Accounting - Automation and enable the Flagged suppliers functionality.
Under Flagged suppliers, use the autocomplete field to select a supplier or click on the registry icon to select a supplier from the list.

The supplier is automatically added to the list of flagged suppliers.

Add or edit the reason for flagging:

Use the Deviation category dropdown to select a reason for flagging the supplier.
If no categoryis selected the supplier i simply "flagged" in the list.

Create custom reasons (supplier categories):

You can create custom reasons by using supplier categories:
Click Show deviation categories below the table, or
Go to Registry - Suppliers and open the Supplier categories tab
Click Add category and enter the category name

The new category will then be available as a reason for flagging.

In the modal that appears enter the category of your choice. this category will now be available to apply to a selected supplier.

Assign a category to a supplier:

Assign the category to selected suppliers directly in the Supplier Registry, under Additional information.

Visibility in the supplier invoice list

A column called Deviations displays the icon and the reason for the waning.

The reasons disappear when the invoices are posted.

The urgen flag disappears when the invoice is sent for payment.

If multiple reasons apply, one is shown and the remaining reasons are indicated by a number. See below:

To see all the reason open the supplier invoice.
All active flags are shown in the top-left corner.

Notification for invoices that need your attention

Briox now helps you focus on the invoices that require manual handling instead of those that are processed automatically.

When this notification is enabled, you will be notified if a supplier invoice cannot be saved automatically and is therefore held in Incoming documents. This ensures that invoices needing action are not missed and can be handled before they block payment.