True:Invoice. Cost invoice approvals

The person who placed the order describes the cost invoice, and the right person approves it: on a phone, in one tap, and the accountants can immediately see what has been described and approved. We implement this module for a limited number of our accounting clients.

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Approval of a cost invoice above the threshold on the company president’s phone
Sample data

From a description on a phone to a status for your accountant

True:Invoice is a module of the My True Balance platform: people in the company describe and approve cost invoices on their phones, and the company and the accounting office see their status in a browser. A purchasing employee receives an invoice to describe on a phone, confirms the delivery and says by voice what the purchase was for. The company president approves the invoice with one tap, and the True Balance accountant (sample person) sees it in the register as approved; an invoice that does not match the order waits next to it as on hold. In the example (sample data), it is an invoice from a hardware supplier for PLN 8,940.00 gross with a payment due date of 05.11.2026.

What happens in the scene

  1. approved: status in the accounting office register
Sample data

What you gain

  • Description at the source

    the person who placed the order describes the invoice, and the right person approves it according to the threshold.

  • Approval on a phone

    with one tap, with the description and the check results.

  • Checks before approval

    the results of the bank account, duplicate and order checks appear next to the invoice before anyone approves it.

  • One workflow

    domestic and foreign invoices, including those received by e-mail, go through the same description and approval.

  • Status without e-mails

    the accounting office sees the status of invoices without phone calls and receives a package with the description and category.

  • Calm notifications

    one summary a day instead of a notification after each invoice, without amounts.

Invoices to describe on a purchasing employee’s phone: a daily summary with no amount, one invoice from a fittings supplier due on 5 November 2026 and a flag for a question from the accounting firm
Sample data

The invoice goes to the person who placed the order

A rule set for the company assigns the description to the person who placed the order and the approval to the person responsible for the amount. The person describing sees the invoice on the list to be described, with the nearest payment due date and a flag when the accounting office has a question.

Reminders arrive in one daily summary per person, without amounts on the notification screen, and the person describing learns earlier, with a date, that the matter will be passed to the coordinator.

Cost invoice card on a phone: the fittings supplier, items, net, VAT and gross amounts of PLN 8,940.00, the due date, checks of the account in the VAT taxpayer register, for duplicates and against the order, and delivery confirmation buttons
Sample data

Delivery confirmed with one tap

The card shows the supplier, number, items, net, VAT and gross amounts, and the payment due date. The person describing confirms that the invoice matches the delivery, reports a discrepancy with a reason, or passes the invoice on if the purchase was not theirs.

Voice invoice description on a phone: a transcript about bench fittings, a recipient to check and a category suggested by the AI assistant for the coordinator to confirm
Sample data

Describe the purchase in one sentence, by voice

The person describing holds the microphone and says what the purchase was for and for whom; the transcript fills in the description fields. The AI assistant proposes a category from the company's dictionary, and the coordinator in the company approves the proposal.

The description and the AI assistant's proposals are saved only after your confirmation. In the example (sample data), the description reads: "hardware for benches for Ogrody Wzorcowe".

Cost invoice card on a phone: the fittings supplier, items, net, VAT and gross amounts of PLN 8,940.00, the due date, checks of the account in the VAT taxpayer register, for duplicates and against the order, and delivery confirmation buttons
Sample data

Checks visible before approval

Next to the invoice you can see the supplier's VAT status and the result of checking whether the bank account on the invoice is in the VAT taxpayer register, with the date and time of the check; on the payment day, the check is repeated. The VAT taxpayer register is maintained by the Head of the National Revenue Administration; it contains the VAT taxpayer status and the settlement account numbers of entities registered as VAT taxpayers, and allows you to check, including automatically, whether an entity is in the register on a selected day. The scope of connections is agreed during implementation.

The module also compares the account with the supplier's previous invoices, detects duplicates and shows the result of the check against the saved order, or information that no order was saved. The check against the order works together with the True:Note module, and invoices from payment operators, carriers and lessors are checked against the contract by the True:Check module.

Informational material, not tax or legal advice; legal status as of 2026-10-06.

Invoice approval on the CEO’s phone: a PLN 8,940.00 invoice awaiting approval above the PLN 5,000.00 threshold, the description with the person who added it, check results and approve, reject and question buttons
Sample data

Approval on a phone, according to an amount threshold

The approver sees the description and the person who added it, the amount, the due date and the check results. The approval is confirmed with a PIN code or screen lock; rejection requires a reason, and a question opens a thread with the accounting office on that invoice.

Up to a set threshold, the designated person approves; above the threshold and for foreign invoices, the management board does. In the example (sample data), the threshold is PLN 5,000.00 gross.

Cost invoice register in the browser for a sample limited company: domestic invoices and a foreign one sent by email and paid by company card, description and approval statuses, payment and who described and approved each
Sample data

Domestic and foreign invoices in one workflow

Invoices from the National e-Invoice System (KSeF) go to the register as XML files, which you upload or the accounting office passes on. PDF invoices, including those from foreign suppliers, you upload to the register or send by e-mail to the company's Documents for your accountants address. All of them go through the same description and approval. The scope of connections is agreed during implementation.

An invoice paid with a company card does not go to payables, and the accounting office determines the period in which the cost is recognised.

Cost invoice register in the browser for a sample limited company: domestic invoices and a foreign one sent by email and paid by company card, description and approval statuses, payment and who described and approved each
Sample data

Invoice register with the status of each invoice

The register shows the date, supplier, number, source, gross amount and due date, the description and approval status, the payment status, and the people who described and approved the invoice. At the top you can see how many invoices are waiting to be described and how many to be approved.

An invoice that does not match the saved order waits as on hold until corrected: it cannot be approved, and the disputed amount does not go to payables in the True:Flow module.

Handover to the accounting firm in the True Balance accountant’s view: counts of approved, to describe, to approve, on hold and rejected invoices, roles instead of names, waiting days and the package for the firm
Sample data

The accounting office sees invoice status without e-mails

The True Balance accountant sees, for each company and month, approved invoices, invoices to be described, to be approved, on hold and rejected, with the person's role instead of a name and the number of days waiting. The accounting office view does not contain statistics for individual people.

The package for the accounting office contains the description, the category with a proposed account, information on who described and who approved the invoice, and the trail of checks. The accounting office enters the posting.

Who cost invoice approvals are for

President

approves invoices above the threshold on a phone and sees the check results next to them.

Person responsible for purchasing

describes their own purchases by voice and confirms delivery with one tap.

Accountant in your company

maintains the register, approves invoices up to the threshold and approves categories.

True:Invoice in the accounting office's service

The platform modules are part of True Balance accounting services. We implement this module for a limited number of our accounting clients.

During implementation, we agree with you who describes invoices, what the approval threshold is and who covers for absent people, and we prepare a category dictionary with proposed accounts and an addendum to the company's document workflow instructions. We arrange procedures and tools of this kind as part of the Systems and automation service.

Works together with

All platform modules

Questions about cost invoice approvals

As XML files, which you upload to the register or the accounting office passes on. The scope of connections is agreed during implementation. We implement this module for a limited number of our accounting clients.

Book a demo or ask about implementation

We implement this module for a limited number of our accounting clients. We run the demo on sample data.

A demo: we show the module on sample data. An implementation call: we discuss setting up the module in your company.

We will contact you to arrange a demo or discuss implementing the selected module. The data controller is True Balance Accounting Sp. z o.o. Details: privacy policy and Terms for True Balance software presentations and trial implementations.