Accounting

Accounting departments handle a high volume of financial documents — invoices, purchase orders, receipts, contracts, and audit records. Managing these efficiently, with correct approval workflows and audit trails, is critical to financial compliance and business performance.

What is an Accounting Workflow?

DexFLOW manages paperless workflow tasks and processes for accounting departments, providing instant retrieval of any financial document at any time — whether an invoice, purchase order, payment record, or audit document.

How It Works

Financial documents can be entered via email capture, fax, file pickup, scanning by staff, or through the DexFLOW Office plugin from MS Office or Outlook. Each document is indexed with relevant financial data — invoice number, vendor, amount, date, cost centre — via OCR or manually. Configured approval rules route documents to the correct approver based on amount thresholds, department, or document type.

Use Case: Invoice Approval

An invoice arrives by email or mail. The system captures it, converts it to the preferred format, and automatically extracts key data via OCR. The invoice is routed to the appropriate approver based on amount and department rules. Once approved, it is committed to storage with a full audit trail, ready for instant retrieval during audits or reconciliation.

Role-based security ensures staff only see financial information relevant to their access level.

Key Terminology

• Parcel – holds one or many documents with indexing values throughout the workflow.
• Commit – the final storage step with full audit trail.
• OCR – automatically extracts financial data from scanned documents.
• Escalation – automatic routing to supervisors when deadlines or thresholds are exceeded.
• ECM – Electronic Content Management for the full document lifecycle.

The Challenge

High volumes of financial documents requiring multi-level approval, strict audit trails, and fast retrieval for reconciliation and compliance.

The Solution

DexFLOW automates invoice and document capture, extracts data via OCR, routes for approval based on configurable rules, and stores with full audit history.

Results

Faster approvals, reduced manual data entry, complete audit trails, and instant document retrieval for finance teams and auditors.