Purchase processing

Invoices and cost documents — integrated purchase processing

Invoices go through an approval workflow that ensures two key control elements. First, spending is checked against the budget and procurement plan — the system ensures invoices stay within allocated funds. Second, each invoice undergoes a business review and is verified for compliance with previously concluded contracts and placed orders, enabling accurate settlement. Once all approval stages are complete, approved invoices are automatically forwarded to the financial and accounting systems as ready-to-post entries.

Book a demo

Invoices and expense documents

Invoices received from KSeF, PEF, or entered manually are automatically registered in the system and routed to the approval workflow. The process is configurable, but an invoice typically goes through a business review stage (what was purchased, for which department, and for what purpose), confirmation of compliance with internal requests, contracts and orders (whether the invoice relates to a previously approved requisition and placed order), and a formal and accounting check (whether the data is complete and the price and quantities are correct). The system also handles partial and advance invoices — each can be linked to a single contract or framework agreement and is automatically summed until fully settled. Once all stages are approved, the invoice is automatically forwarded to the financial and accounting system with full description and metadata to enable correct posting.

You eliminate 90% of errors in business descriptions through mandatory fields in the invoicing form

You ensure compliance control — no invoice reaches accounting without confirmation of compliance with the order

You speed up invoice processing from 7–14 days to 1–2 business days thanks to parallel approvals and automatic validations 

You detect duplicate invoices at the registration stage — the system alerts you about previously registered invoices from the same supplier with the same amount

You ensure complete documentation for every invoice in the system — available for audits, inspections, and supplier disputes

Controlling and budget settlement

Invoices in circulation are linked to the unit’s budget or spending plan — the system automatically checks whether the invoice amount would exceed the planned and available funds. Budget lines can be linked to multiple invoices — the system totals all invoices associated with a given line and monitors the remaining balance. The system supports both annual and multi-year plans. Relevant personnel from management and controlling have access to data comparing the spending plan with actual invoices, can identify overruns, and make decisions about budget reallocations.

You avoid budget overruns — the system notifies you when an invoice approaches the budget line limit

You aggregate invoices from multiple suppliers under one budget line — a single plan can handle hundreds of invoices

You track spending in real time — plan vs. actual data is available continuously, not only at month-end 

You support compliance — full documentation of expenditure settlement against budget is mandatory in public administration entities 

You optimize the budget on an ongoing basis — when budget lines are projected to be insufficient, funds can be reallocated within the year

Contract and order settlement

Invoices are linked to the contracts or orders under which they were issued — the system automatically verifies the invoice’s compliance with the contract (whether it covers the same service/product, whether the price is correct, and whether the quantities are accurate). The system handles all contract types — one-time contracts, framework agreements (multiple invoices settling the contract until its value is exhausted), and successive contracts (regular invoices over a defined period). The system also handles different settlement dimensions — contracts can be settled by quantity, value, or a combined quantity-value basis. The system automatically totals all invoices linked to a contract and, once the contract is fully settled, prevents further invoices from being submitted against it.

You ensure invoice compliance with contracts — the system blocks invoices that do not match the contract parameters (price, quantity, assortment)

You settle framework agreements with multiple invoices — the system automatically tracks how much remains to be settled under the contract

You handle partial and advance invoices — each invoice can be part of a contract settlement until it is fully closed 

You support supplier oversight — the contract settlement report shows all invoices from the supplier and emerging trends (delays, errors) 

You eliminate supplier disputes — complete documentation of contract settlement (which invoices were settled and what remains) is always available

Wybrane case studies

Danone. Logistics support for a French FMCG manufacturer.

Black Red White. HR process support for Poland’s largest furniture group.

Poznań University of Physical Education. Efficient document workflow at a fast-growing university.

Frequently asked questions

Yes. Framework agreements can be settled through multiple invoices until the contract value is exhausted. The system automatically tracks how much remains to be settled and blocks invoices if their total would exceed the contract limit. You can settle the contract by quantity (number of deliveries), value (amount to be consumed), or a combination (e.g. up to 100 units for up to 100,000 PLN). The system also supports partial invoices — each invoice may cover only part of a delivery to be settled by subsequent invoices.

The system handles all invoice types — final invoices, partial invoices (settling part of a contract), and advance invoices (advance payment before delivery). Each invoice can be linked to the same contract or order — the system automatically totals all invoices and monitors whether together they settle the contract. For advance invoices, the system flags them in the report and automatically deducts them from the value of the actual final invoices. The system also supports credit notes — reducing the value of previous invoices (e.g. in the event of a product return).

Yes. The system automatically verifies invoice compliance with the contract/order at several levels. It checks whether the invoice supplier matches the supplier in the contract, whether the invoice subject corresponds to the contracted scope, whether the unit price matches the contract, and whether quantities do not exceed the contract limits. Non-compliant invoices are blocked at the registration stage with a message indicating the discrepancy. The user can either correct the invoice data or force acceptance with a justification — all overrides are logged for audit purposes.

Yes. The system provides comparative data on the spending plan (budget) versus actual expenditure based on registered invoices. Data is available at every level of the budget hierarchy — the entire entity, department, or budget line. You can analyze plan vs. actual variances. Data can be exported to BI systems for advanced analytics.

Yes. The system supports all contract types — one-time (single delivery), framework (multiple deliveries under a contract until the amount is exhausted), and successive (regular deliveries over a defined period). For each contract type, specific settlement rules can be defined — for example, successive contracts can be settled with invoices automatically every month, while framework agreements can be settled ad hoc as needed. The system also supports conditional contracts — e.g. contracts with quantity discounts or validity periods.

Yes. The system is integrated with the National e-Invoice System (KSeF) and the Electronic Invoicing Platform (PEF) — invoices received from these systems are automatically retrieved and registered. Invoice data (supplier, amount, payment due date) is automatically extracted and populates the registration forms, reducing manual data entry effort by 95%. In addition, the system automatically acknowledges invoice receipt in KSeF/PEF in accordance with legal requirements.

Yes. Once the approval workflow is complete, approved invoices are automatically forwarded to the financial and accounting system without any manual action from the user. The invoice arrives in the financial system as a ready-to-post entry, with all required data — business description, cost centre, budget dimension, and contract number. The financial system can proceed directly to posting without checking additional information or re-entering data — this reduces book-closing times.

Book a system demo

Want to see how the ChiliONE platform automates purchase processing in your organization? Book a 60-minute demo with a walkthrough of features tailored to your settlement and controlling processes.