Intexim handles the capture and entry of invoice data into the client’s ERP system, following the rules and instructions agreed with the client. These rules do not need to be complete before work begins; we can clarify and document them together as the project develops.
Depending on the preferred way of working, the data can be entered directly into the client’s system or delivered in a structured file prepared for import.
What the service can include
Direct system entry
We use the access and instructions provided by the client to enter the requested information in the approved ERP interface.
Preparation of import files
We can deliver the data in a CSV, Excel, or another format agreed with the client, following the agreed structure and validation rules.
Exception handling
When an invoice contains missing, unclear, or contradictory information, we mark the record as an exception and send it to the staff designated by the client for review.
How we set up the project
- We review a few representative invoice samples and agree which information needs to be captured.
- We agree the initial data-entry rules and final-format requirements with the client and receive the access instructions needed for the work.
- We enter the data and carry out the checks agreed with the client.
- We deliver the completed records together with a clear list of cases that require further review.
Service boundaries
The service does not include payment processing, accounting validation, reconciliation, tax decisions, or independent interpretation of documents.
These checks and decisions remain the client’s responsibility.
Frequently asked questions
Do you work with a particular ERP system?
The service is not limited to a particular ERP vendor. We can work in the client-approved system or file format once we receive the necessary access and instructions.
Can you validate the accounting treatment of an invoice?
No. We apply the data-entry rules agreed with the client. Records that require an accounting or tax decision, or further interpretation, are flagged and sent to the staff designated by the client for review.
Can you prepare import files?
Yes. We agree the required fields, file structure, validation rules, and technical import requirements with the client. The client remains responsible for carrying out the import unless otherwise agreed.
What happens to invoices containing unclear information?
They are marked as exceptions and sent to the staff designated by the client through the agreed escalation process.
Talk to us
Tell us what types of invoices you have and which information you would like us to capture. After we agree a suitable transfer method, you can provide a few representative samples. The Intexim team will review the requirements and propose a workflow suited to the project.