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Standardize payment request -> invoice capture -> approval -> payment -> journal entry across procurement and accounting. Use Bill and Purchase Order as the starting points, combine AI capture and auto-approvals, and prevent missed or duplicate payments.

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Use cases

  • Payment management: Centralize payment requests and make due dates and cash outflows visible.
  • AI invoice capture (https://invox.jp/ - demo): Convert supplier invoices into structured data and auto-extract line items, tax, and due dates.
  • Payable Ops: Match Bill and Purchase Order so only received invoices are paid.

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Sanka setup tips

  • Manage suppliers with Company, purchasing with Purchase Order, invoices with Bill, and payments with Payment (specify payment type).
  • Define a property set to map AI capture results into Bill (invoice number, due date, bank info, consumption tax, etc.).
  • Configure approval rules by amount range in Workflow, and add exception paths for urgent payments.

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Operating steps

  1. Receive payment requests: Register a payment request linked to a Purchase Order. Require approval when there is no PO.
  2. AI invoice capture: Capture invoice PDFs from an inbox folder or email forwarding and create Bill drafts.
  3. Receipt and matching: Match Purchase Order and Bill by quantity and amount. Escalate approval if there are variances.
  4. Approval flow: Auto-route approvals by amount, department, and project. Log approval results in the Bill.
  5. Execute payment and journal entry: Record payment date and method, track in Payment, and post journal entries via accounting integration or CSV export.

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Automation ideas

  • Workflow actions: Send reminder notifications for unapproved Bill records three days before the due date.
  • Object actions: If required fields are missing after AI capture, keep the record as draft and prevent it from entering approval.
  • Record actions: If matching variances exceed a threshold, automatically create a variance report for the owner.

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Reports and monitoring

  • Visualize expected cash outflows weekly and monthly in the payment schedule.
  • Track late payments and duplicate payments by supplier in dashboards.
  • Monitor gaps between PO amounts and invoice amounts to improve procurement accuracy.