This article describes how the accountant's workflow in the program works with a simple electronic client. If you are a new user, we recommend that you familiarize yourself with the to the getting started guide.
The guidance involves working with a client who:
- Purchase and sales invoices are processed in Briox
- The bank statement arrives in the program electronically
Content
EXPENSES
From an accountant’s perspective, the easiest way to record expenses is through the Incoming Documents list, which includes all purchase invoices received in the system that haven’t yet been registered, as well as receipts submitted by the client.
*The program can automatically add incoming invoices to the accounting or save them to the list of purchase invoices when applicable automation settings are enabled.
Incoming documents list
The list contains all unprocessed documents that have arrived in the program and have not yet been entered into accounting. Once you have cleared the list, you are finished in this section and can move on to the list of purchase invoices.
Your customer can submit their receipts directly to you in the system using the scanner in the Briox mobile app. If your customer has not yet implemented the mobile app, we highly recommend doing so. Use of the app is included in the package price.
If there are customer receipts on your computer you can import them from the light blue bar at the top of the page.
Documents submitted to the system are processed by AI as soon as they arrive, and the interpreted data can then be utilized in the Incoming Documents section.
The Incoming Documents list can be filtered by three criteria:
- Document type -All, Receipt, Purchase invoice
- Periods -Start and/or end date for the period from which the list of documents is filtered.
- Status – Indicates how complete the AI interpretation is. A document with full status can be transferred directly from the list to the accounting records, while others need to be completed manually before posting.
Filtering the list is not mandatory. If you are doing accounting for a specific month, e.g. 12/2025, you can filter the list as follows:
- Document type: All
- Period: Start = empty, end = 31.12.2025
- Status: All
This will compile all unprocessed documents for the target period into a list, which you can start posting either directly from the list (if the proposed posting is appropriate) or individually in the accounting/purchase invoice tool (depending on the document type) by clicking on the documents row.
You can find more detailed instructions regarding the list here.
When the Incoming Documents list is empty, you are in the ready section and can move on to checking that all purchase invoices are in the accounting.
Checking the list
Not all purchase invoices are necessarily transferred directly from the Incoming Documents list to the accounting records; some may only be saved to the purchase invoices list*. In such cases, the invoice can be found under the status Unposted.
In the section Supplier invoice - Supplier invoices you can filter the list Unposted -status and target date; this way you can check whether all invoices have been added to the accounting.
If there are invoices on the list that haven’t been added to the accounting records, you can:
Select them in the list and post the invoices to the accounting records in bulk, or
Open an individual invoice in its detailed view, adjust the account coding if necessary, and then post it to the accounting records from there.
*A supplier invoice may be found in the list of supplier invoices but not added to the accounting for two reasons:
- The invoice received in the program has reached a partial match and the program has not automatically posted the invoice, but instead has saved the invoice.
- The end user has registered a new invoice in the program using the save function.
Paying supplier invoices
Payment of supplier invoices is basically handled by the account holder. Payment of supplier invoices can be done using different bank connection methods as follows:
- Open Banking: browser version of the program and mobile application
- Web Service: browser version of the program
Briox mobile app is included in the package price and the customer can access it with the same credentials as the browser version. For paying purchase invoices, it is recommended that the customer download the Briox mobile app if they have not yet used it.
After the payment has been sent, the purchase invoice will appear under the status Payment in process until the payment entry is allocated to the invoice (after which the invoice moves to Paid).
Before proceeding to post the bank statement, it’s recommended to also review the sales invoices list.
SALES
The end user will add sales invoices to the accounting system when they are sent. However, you can ensure that all sales invoices are in the accounting system before you proceed to posting the bank statement and preparing the VAT return.
Your customer can create and send sales invoices either with the Briox mobile app or with the browser version of the program.
Checking the list
In the Invoicing – Customer invoices section, you can filter the sales invoices list by Unposted status and by the end date of the relevant period (similar to the filtering options described earlier for the supplier invoices list).
If there are invoices in the list that have not been added to the accounting, you can select them in bulk and add them to the accounting from the list, or alternatively, you can open an individual invoice separately and add it to the accounting from its own view.
By default, sending and posting invoices are combined into the same command. However, you can select them separately from the drop-down menu next to the button. Add to accounting command.
Creating sales invoices
The customer can create sales invoices either using the Briox mobile app or the browser version of the program.
The use of the mobile app is included in the package price and the customer can access it with the same credentials as the browser version. It is definitely worth recommending that the customer download the app if they have not already used it.
If the mobile application's sales invoice tool is too light for a customer, it is worth directing them to process sales invoices using the browser version of the program.
After the transaction has been posted to the sales invoice, the invoice status changes to "Paid."
ACCOUNT STATEMENT ACCOUNTING
The account statement received in the program is posted in the section Banking - Process transactions. When you arrive at the section, you can first select the payment method on the left side of the page that you want to process the imported bank statement with. In the drop-down menu on the right side of the page, you will find options against which the program can automatically match bank statement transactions and against which you can also match transactions yourself.
When you arrive at the section, you will find all automatically matched transactions at the bottom of the page. By clicking on the transaction row, you can open the match, after which you can edit it if necessary or delete the match completely if the alignment has gone wrong.
Before starting the work, familiarize yourself with the following topics:
-
BANK CONNECTION ACTIVATION
- Open Banking:
- The customer can activate the connection using the mobile application (RECOMMENDED)
- This browser version
- Web Service
- Open Banking:
-
AUTOMATION SETTINGS
- This link takes you to the automation instructions in the Getting Started Guide.
You will find all instructions regarding banking operations from here.
Allocation of invoice payments
Payments can be automatically applied to invoices entered into the program against the electronic bank statement in the banking application.
The system automatically posts payments that fully match invoices to the accounting records when the relevant automation settings are enabled. Once a payment is posted, the invoice status is updated in the ledger, making full automation highly recommended.
If full automation isn’t used, the system can still match invoices and payments via automatic bank statement allocation, but these transactions will remain pending for the accountant’s final approval. Automatically matched yet unposted payments can be found at the bottom of the page under Matched Transactions.
If all transactions cannot be automatically assigned to invoices, you can also manually drag matching transactions and invoices to the top. On the right side of the page, you can select either sales or supplier invoices. You can drag a transaction found on the left onto the invoice and create a reconciliation yourself.
Alternatively, you can also drag the invoice onto the transaction. After reviewing the reconciliation, it will move to the bottom of the page. To the matched transactions list.
Manual allocation works the same way for both supplier and sales invoices.
Matching of vouchers and bank statement transactions
From the Incoming Documents section, you can post receipts submitted by your client to the accounting records. In the bank tool, you can create a posting chain between the already recorded accounting entries and the bank statement.
To set this up, go to Settings – Accounting – Journal Types and select the types in the Bank column that you want to use for posting your client’s receipts.
The program automatically links matching vouchers and bank statement transactions. If the automation has not aligned everything, you can also align matching journals and bank statement transactions. First, select the journal type on the right side of the page and then you can drag the bank statement transaction to the top of the journal (or you can drag the journal on top of the bank statement transaction).
Linked journals and bank statement transactions can be found in the Matched Transactions section, under the Journals list using the Link bank transaction to journal reference. Once all transactions are processed, the system does not create a new accounting entry from these matches; instead, it simply establishes a posting chain between the bank statement and the voucher.
Accounting models
You can automate recurring unmatched transactions from your client’s bank statement using journal templates.
First, go to Settings – Accounting – Journal Templates and activate the templates you need in the Bank column for handling the bank statement transactions.
The first time a recurring unmatched transaction (e.g., a bank fee) appears on your client’s bank statement, you can drag the transaction onto the appropriate posting template.
The program offers you the option to create an automatic reconciliation for the future.
With journal templates, automation can be based on the following bank statement transaction information:
- Reference number/message
- Description (other party to the transaction)
- VAT
- Amount
- (A deviation may be allowed for the latter two)
At least one of the four options must be used. For example, if the date and amount are difficult to predict, those fields can be left entirely blank. In the message field, you can use a single word or phrase by enclosing it in asterisks (*). For instance, for bank fees, you can place a standardized word that the bank uses to indicate the fee inside the asterisks, while any variable details in the message that change from transaction to transaction can be left blank.
Click OK to save the rule. Next time, the system will automatically match any bank statement transactions that fit the rule to the corresponding posting template.
Transactions matched using posting templates can be found in the Matched Transactions section, under the Journals list, referenced by the name of the journal template used.
Manual posting
If a transaction on your bank statement cannot be matched in any of the drop-down menus on the right side of the page, you can process the transaction manually. First, drag the transaction Create a new Journal to the bar.
From here, you can proceed to manual posting:
The accounting tool's posting view will open, where you can make the appropriate posting for the bank statement transaction.
Bank statement transactions processed manually can be found in the Matched Transactions section, under the Journals list, referenced as Manual Posting.
Finishing and mass processing
When there are no more transactions under the selected payment method in Bank – Process Transactions, it means that all transactions have been matched.
All matched transactions can be found at the bottom of the page in the Matched Transactions section. You can process all transactions in bulk using the Process All command, also located at the bottom of the page.
This command adds to the accounting:
- Payments made to invoices in the banking tool (which are still visible in the Reconciled transactions section)
- Bank statement transactions processed using posting templates
- As well as bank statement transactions processed through manual posting
When a voucher that has already been posted to the accounting records is matched with a bank statement transaction in the bank tool, the Process All command does not create a new journal entry; it only forms a posting chain between them.
Once the Matched Transactions section is empty, the bank statement posting is complete.
VAT DECLARATION
VAT declaration can be submitted/created in the section Reports - VAT report. All entries to VAT accounts are automatically included in the VAT return. You just need to select the period for which the return is to be prepared, check the information and submit the return.
This guide provides a comprehensive overview of handling VAT reports in Briox.
Filtering and checking
Once you open the VAT Report tool, first select the period for which you are preparing the report. By default, the system shows a simplified version with total amounts grouped by VAT codes. If you want more detail, you can switch to the detailed version, which provides VAT account–specific data.
Transmission
Once you’ve verified that the information is correct, you can submit the VAT report to OmaVero. If you haven’t previously submitted a client’s report electronically, first enable Activate online VAT submission, after which the Submit Report Online command will appear at the bottom of the page. The electronic submission is sent using the accounting firm’s certificate.
Alternatively, you can simply create a file from the VAT report if electronic submission is not possible with a certain customer.
After you send/create a report, you will receive a document related to the report transferred to accounting.
Payment
There is no direct payment function for VAT returns. Instead, the Tax Administration can be set up as a supplier in the register (remember to add the IBAN & BIC for the supplier).
If the Tax Administration is found as a supplier in the register, you can create a purchase invoice for the ALV payable, which the end user can pay like other invoices.