Lukardi One Invoice Manager

Purchase Invoice Management System

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What is Lukardi One Invoice Manager

System Lukardi Invoice Manager organizes and automates the process of receiving, describing, approving, booking, and storing expense invoices within a company. The system ensuresfull compliance of the process with the requirements of the National e-Invoice System (KSeF) and integration with accounting or ERP systems used in the company.

After the implementation of KSeF, many companies discovered that the format changed, but the process did not. Invoices still need to be read, classified, described, and approved. 

KSeF has enabled the digital reading of data from invoices. This is a good time to truly automate further workflows: establish rules and set AI to work. Without changing the accounting or ERP system.

Automation and Acceleration of Approval Processes

Elimination of Errors in Data Entry

Ability to Define Complex Approval Workflows and Business Rules

Discrepancy Detection and Better Cost Control

Simplifying the Preparation of Decrees and Cost Accounting

Ensuring a Full Audit of Transactions

Easy Reporting and the Ability to Analyze Process Efficiency

Benefits of implementation

The system allows to create complex approval paths based on diverse rules (quotas, supplier categories, MPK owners, etc.).

The process is fully auditable and provides full business context, by integrating with other data sources, internal record-keeping systems, and contract databases. Thanks to the use of AI in document analysis it is possible to significantly speed up tasks related to description and decreeing.

Invoice Processing with Lukardi One Invoice Manager

Registration and Initial Processing (input)

After receiving an invoice from KSeF or another source (e.g., foreign invoices, attachments), the documents are automatically classified, and the data is extracted and mapped to the system’s database structure.

Descriptive and Intelligent AI-driven Allocation

The system learns from historical data and patterns, using artificial intelligence to automatically post invoices. It independently suggests appropriate accounting accounts and cost centers (MPK) and assigns them to specific investment projects.

Multidimensional Auditing and 360° Context (financial auditing)

The system ensures the integrity of the procurement process by automatically matching invoices with related purchase orders and acceptance reports (2/3-Way Matching). Crucially, the person approving the invoice has immediate access to the active contract with the supplier (thanks to integration with the Contract Database) and to the email correspondence related to the transaction.

Flexible Approval Workflow

The module allows you to create customizable approval workflows that fully reflect your organizational structure, business rules, and spending limits. Approval workflows can be based on specific individuals, teams, departments, or financial thresholds, providing a high degree of flexibility.

Business Benefits of Using Lukardi One Invoice Manager

Registration and Preprocessing (Input)

Elimination of manual data entry from documents, regardless of source or format (.xml, PDF, scan).

Descriptive and Intelligent AI-driven Allocation

The role of an accountant is shifting from that of a data entry clerk to that of a quality control specialist, which significantly improves accuracy and reduces the time needed to prepare documents.

Multidimensional Control and 360° Context

Full Business Context (360°), which allows for substantive and formal verification without switching between systems. 

Flexible Approval Workflow

A unique feature is the ability to securely share selected stages of the process with external parties, which significantly speeds up the verification process.

Lukardi Invoice Manager Functional Scope

  • Mapping data from KSeF invoices (receiving .xml files)
  • Document visualization (user-friendly view of .xml invoices)
  • Ability to import and read data (AI OCR) from other sources (e.g., email, scan) for attachments and invoices outside KSeF (foreign invoices)
  • Classification – ordered list of invoices to process
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  • Establishing references for master data and transaction history (supplier database, supplier contract database)
  • Duplicate Invoice Detection
  • Defining approval paths based on organizational structure and defined business rules (decision matrix) 
  • Verification of invoice compliance with contracts and orders – ability to enter data on contract and order fulfillment
  • Describing, commenting on, and verifying invoices by approvers
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  • Data completeness verification
  • Assignment and control of account postings and analytical structures (MPK, projects, departments, etc.) – AI prompt capability
  • The possibility of using additional approvals for prepared decrees (e.g., tax audit).
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  • Synchronization of counterparty data, accounting accounts, and other structures with the accounting system.
  • Automatic export of approved invoices to the accounting system with journal entries.
  • Retrieving payment information from the accounting system
  • Ability to reference an invoice to a supplier contract database (contract number and link to SQL database).
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  • User role and permission management
  • Replacement management.
  • Login capabilities based on Microsoft Entra ID (Active Directory) and utilizing various user authorization methods (SSO, 2FA, SAML, SMS, etc.).
  • Ability to reflect organizational structure.
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How Does the Purchase Invoice Management System Work?

Automatic Invoice Registration - Invoice List

Substantive and Formal Review - Invoice Verification

Repository, Transaction Audit, and Reporting - Approval Status Overview

User Management - Organizational Structure Mapping

Expert Knowledge of Automation and AI

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contact@lukardi.com

+ 48 733 007 830

contact@lukardi.com

+ 48 733 007 830

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