If you work with KSeF, then some of the cost invoices fall into the company automatically, and this is good news. The problem starts later: when you need to give the invoice context (MPK, project, description), perform approval according to company policy and make sure that the document If you work with the KSeF, then some of the cost invoices fall into the company automatically, and this is good news. The problem starts later: when you need to give the invoice context (MPK, project, description), carry out approval according to company policy and make sure that the document unstuck along the way. The implementation of KSeF does not eliminate the age-old question: who has the ball now and at what stage is the circulation of invoices. along the way. The implementation of KSeF does not eliminate the eternal question: who has the ball now and at what stage is the circulation of invoices.
The problem begins when you need to quickly check the status of a payment, track down the person blocking an acceptance, or prepare data for a report yesterday.
Instead of theorizing, let's get down to specifics. Below I break down the following electronic invoice workflow in Microsoft 365. From the perspective of CFO, accounting and IT: from document registration to approval to ERP integration. No pouring water - we focus on what makes a real difference in time, control and budget.
Cost invoices without chaos: 3 places where time and money escape
1. manual transcription and the „did I already send this?” syndrome.”
In Poland, more and more often the start looks like the cost invoice goes through the KSeF and the subject of „input” seems settled. In practice, there are exceptions anyway: foreign invoices, documents from suppliers outside KSeF, minor expenses, adjustments or attachments that fall in by email or through the contractor portal. And then the old pattern returns: someone saves the file, someone sends it on, and the data is added manually in Excel or in the financial and accounting system.
If a company works heavily with foreign countries, it is this „mix of channels” that can drive the process apart the most - which is why circulation of cost invoices It is worth designing so that it embraces KSeF + non-KSeF invoices In a single, consistent mode.
The result? Double work, typos in amounts and account numbers, and no single place to verify the „truth”.
2. no status = payment delays
If an invoice circulates between email inboxes without clear steps, it is difficult to answer simple questions:
- At what stage is the document?
- Who is currently „keeping” him at home?
- When realistically will the invoice go to payment?
It's a simple recipe for late interest, more difficult forecasting and unnecessary tension between finance and business.
3. acceptance bottlenecks and no decision trail
When there are no standardized paths in a company, decisions are made „on the fly.” And when an audit, treasury audit or internal clarification comes in, the feverish sifting through emails and memos begins.
Invoice automation based on Power Platform puts it in order right away: there's a decision, there's a rationale, and there's a history you can come back to after a week or a quarter. And if a company stores documents in SharePoint - great, but it's an addition to the process, not the starting point.
Want to see what it looks like in practice? Learn about our e-Invoicing application.
What is an e-Invoice application (and why it's not just a „folder in the cloud”)
e-Invoices application is a process, not just a file space. The invoice goes into the register, the system reads the data (counterparty, amount, date), and then the document goes on its way: it gets MPK, draft and goes through approval according to your company's rules. Once approved, it can be automatically forwarded for posting.
The team doesn't have to guess what to do next. It is the process that leads the document by the hand.
Why doesn't KSeF also close the topic?
KSeF solves the issue of acquiring some of the invoices, but it doesn't take care of what takes the most time in the company: describing the cost, accepting according to the rules, keeping an eye on deadlines and interfacing with ERP. Therefore, a sensible low-code invoice workflow begins where the document enters the registry and gets its status, owner and approval path - whether it came from KSeF, by email or as a scan.
Step 1: Registration of invoices (KSeF, email, OCR)
KSeF as an entry point
E-mail as a supplement (e.g., foreign invoices and exceptions)
OCR at the end - when you really need it
Step 2: Acceptance according to your rules
In a well-designed electronic invoice workflow in Microsoft 365, approval is not about „send to the boss,” but about rigid business rules:
- Amount thresholds: Up to £5,000 is approved by the manager, above that the director or CFO steps in.
- MPK / Project: selection of a marketing cost automatically directs the invoice to the Marketing Director.
- Exceptions: IT or CAPEX invoices can have completely separate paths.
What if the decision maker is not at work?
If the process is to work „automatically,” it must take life into account: vacations, layoffs, postings. The substitution mechanism in Power Automate ensures continuity - the task automatically goes to the substitute, and the system notes this fact in the history.
Step 3: Integration with ERP (this is where we do the real ROI).
Manually re-keying approved invoices into the finance and accounting system is a waste of time and a risk of error. ERP integration with Microsoft 365 is when the investment pays off the fastest.
What are we integrating?
1. dictionaries (one way): The system continuously downloads the list of contractors, chart of accounts, MPK and projects from the ERP. This way, when describing an invoice, you choose data from the list, rather than typing it „from your finger”.
2. accounting (the other way): After full approval, the system sends the finished decree, MPK breakdown information and a link to the attachment to the ERP.
If you work with Purchase Orders, the system can automatically pair the invoice with the purchase order and alert you when the amounts or quantities don't match. This resolves most disputes before they even get to accounting.
Power BI reporting: decisions, not tables
Reporting only makes sense if it shows you the process, not a dry list of documents. Power BI hooked up to your invoice workflow will show you in black and white:
- Bottlenecks: Where do invoices take the longest to get stuck?
- Effectiveness: On average, how long does the process take from receipt to payment?
- Controlling: What is the distribution of costs to contractors and projects in real time?
Microsoft 365 data architecture and security
Why build it in the Microsoft ecosystem instead of buying another boxed solution?
- You already have the foundations: You are probably paying for licenses for SharePoint, Teams and Power Platform. Take advantage of them.
- Low-code: A low-code approach means faster implementation and easier changes in the future (for example, when the company's structure changes).
- Security (Entra ID): You don't create new logins and passwords. Microsoft's cloud-based invoice archiving uses the same security features as your mail and company files.
- Eligibility: We use the need-to-know principle. The approver sees only his invoices, accounting sees the whole thing, and the auditor can see the history but cannot edit anything.
Invoice workflow system - cost and profitability
Many people ask about the cost invoice workflow system. The answer „it depends” does not satisfy anyone, so let's break it down into components:
- Licenses: Often fit into the current Microsoft 365 package. Sometimes you need to buy a Power Automate / Power Apps license (per user) if the process is very complex.
- Implementation: This is a one-time cost. It depends on how complex your acceptance matrix is and what ERP we integrate with.
- Maintenance: Monitoring, minor changes, user support.
What about OCR? In practice, it's usually a background cost, not the main „driver” of the budget - with a volume of about 1,000 invoices, we're talking about €5-10. A much bigger difference in the budget is made by integration with ERP (especially in non-standard environments) and the number of exceptions in the process. How to count the profit? Don't just count the accountant's time saved. Count the penalty interest avoided, the lack of duplicate paid invoices and the time of managers who no longer have to write emails asking „what about my invoice?”.
How to implement workflow in M365 (a plan without surprises)
On average, it takes about 2.5 months to implement. Here's what it looks like step by step:
- Process Workshop (As-Is / To-Be): We determine how the invoice flows today, and how it should ideally flow.
- Configuration and integration: Building a solution and bundling it with ERP/KSeF.
- Testing and piloting: We let a select group of users in to „click through” the system on a live organism.
- Manufacturing startup: Official launch and support in the first weeks (known as hypercare).
FAQ
Will the application be ready for KSeF?
Yes. We design the integration so that KSeF is one of the input channels (besides email and OCR).
What sources of invoices do you support?
Mailbox, dedicated folder, manual addition, OCR (scans/PDF) and KSeF.
Is it possible to set multi-level acceptance?
Of course. Acceptance matrices can be based on quotas, MPKs, projects and organizational structure.
Does it work with my ERP (SAP, Dynamics, Optima, Enova)?
In 90% cases, yes. Depending on the ERP, the integration may include dictionaries, accounts receivable and payment statuses.
Do I need to purchase licenses?
Often, current Microsoft 365 licenses are sufficient. We always verify this at the outset so as not to generate hidden costs.
What's next?
A specific step instead of „thank you for reading” Every company claims to have a „specific process.” And they are usually right. So instead of reading another general article, let's see if M365 invoice workflow will work for you. Make an appointment for a 30-minute consultation. No sales slides. We'll walk through your current process, ERP architecture and tell you straight: does it make business sense, how long it might take and what costs to expect.
Arrange a free consultation