Automated supplier invoice workflow in Briox – how it works

Contents:

• From “received invoice” to saved supplier invoice (no manual handling)
• New suppliers — Briox can create the supplier automatically
• Approval and payment can be done before posting 
• Automatic posting — when Briox is allowed to “post” for you
• Flags and warnings — the principle is “automate everything, stop the exceptions”
• Notifications — critical to ensure nothing is missed
• Client settings — getting started checklist

Briox’s automated supplier invoice workflow is designed to reduce manual day-to-day work without compromising control and accounting quality. The goal is for as many supplier invoices as possible to be handled, paid, and posted automatically — so that you, as an accounting consultant, only need to take action when something actually requires your attention.

When invoices are received in Briox, they are automatically interpreted and the system attempts to save the invoice, create the supplier, send it for payment approval, and — when the required conditions are met — post the invoice without any manual intervention. Exceptions and deviations are clearly stopped, flagged, and communicated through notifications, ensuring that nothing falls through the cracks.

The value for you as a consultant is the ability to work in an event-driven way rather than a client-driven one. Instead of logging into each client several times a week to check supplier invoices, you get a consolidated overview through notifications and can focus on the invoices that actually need action. For firms with many clients, this results in significant time savings and a more predictable, scalable way of working — especially during high-volume periods.

From “received invoice” to saved supplier invoice (no manual handling)

When a supplier invoice is received in Briox — for example via email, e-invoice, Kivra, upload, or through the app/partner integrations — the system interprets the invoice and attempts to automatically save it as an unposted supplier invoice.

For an interpreted (non e-invoice) invoice to be saved automatically, Briox must be able to identify:

• Existing supplier

• Invoice number

• Invoice date

• Due date

• Total amount

Once the invoice is saved, it appears in the supplier invoice list and is ready for the next step (approval, payment, and/or posting depending on your settings).

New suppliers — Briox can create the supplier automatically

If an invoice is received from a supplier that does not exist in the register, Briox can automatically create a new supplier based on the data identified on the invoice. To create the supplier, Briox needs to find:

• Organization/ Company registration number

• IBAN or Bankgiro/ Postgiro

When a new supplier is created, you (or your client) need to review and approve or adjust the supplier details before you can, for example, fully mass-manage these invoices.

Approval and payment can be done before posting (if you choose)

If the setting “Allow payment and payment approval before posting” is enabled, the invoice can be sent directly to payment or payment approval in the Briox app even if it has not yet been posted.

In practice, this means you can have a workflow where:

• the invoice is received → automatically saved → sent for payment approval in the app

• posting is performed automatically later (or by a consultant from the list), depending on your rules and automations

   

Automatic posting — when Briox is allowed to “post” for you

Briox can also automatically post invoices when they are a perfect match. For interpreted (non e-invoice) supplier invoices, you can additionally specify how many previous perfect matches are required before Briox is allowed to start posting automatically.

Important to note:

• Invoices with deviating invoice dates can be blocked from automatic posting (for example future-dated invoices, old invoices, or invoices in locked periods).

• If posting approval is enabled, Briox may in some cases save the invoice but let it follow your approval workflow instead of posting it directly.

Flags and warnings — the principle is “automate everything, stop the exceptions”

The core principle in Briox is to let invoices flow through automatically and instead flag what requires manual review.

Flagged invoices:

• are not posted automatically

• are clearly marked in the list (flag/deviation)

• the “flag” is removed once the invoice has been posted

You can also flag specific suppliers so that their invoices always go through manual handling (for example leasing, accruals, or inconsistent account coding). The reason/category is visible in the list.

Warnings in the supplier invoice list:

• Do not block posting, but provide a warning

• Deviating amount (more than X% compared to previous invoices)

• Urgent due date (within X days)

• High amount (above a specified threshold)

   

Notifications — critical to ensure nothing is missed

To avoid having to “check in” on every client on a regular basis, the most important step is to enable the right notifications. When the notification for invoices that require attention is enabled, you will receive an alert if a supplier invoice cannot be saved automatically and is therefore kept in incoming documents. This allows you to address the issue in time before it blocks payments or disrupts the workflow.

Recommendation: Set email notifications as a daily summary at a time that fits your workday (in the notification center you can choose immediate, daily, or weekly delivery as well as the time).

Client settings — getting started checklist

A) Enable automation for supplier invoices

Go to: Settings → Accounting → Automation

Enable the features you want to use:

• Automatically post incoming e-invoices that are a perfect match

• Automatically save all incoming e-invoices from suppliers — new suppliers are automatically added to the register

• Automatically save interpreted supplier invoices

• Automatically create new suppliers from interpreted invoices

• Automatically post supplier invoices when there is a perfect match

You can choose your own level of automation depending on how far you want to take the automation.

B) Allow payment and approval before posting (optional)

C) Set up flags and exceptions (for items that should always be reviewed)

Go to: Settings → Accounting → Automation

Enable warnings for:

• amount deviations

• urgent due dates

• high amounts

Enable Flagged suppliers and select the suppliers that should always be stopped for manual handling (for example leasing, rent, or accruals).

Core principle: automate everything that is recurring and stable — flag the exceptions.

D) Notifications — important for you as a consultant

Open the Notification Center (notification tab → gear icon).

• Enable notifications when a supplier invoice cannot be saved automatically

• Enable notifications for invoices that require action

• Choose how notifications should be delivered (immediate, daily, or weekly summary)

• Make sure notifications apply to all clients you are responsible for via Client notification settings

Recommended workflow: Set up a daily email summary (for example every morning) to get a quick overview of what needs to be handled.