Bank details changed? Held until someone checks.
Every invoice is checked against what DocuBite already knows: the supplier's account, its past invoices, your orders and your approval route. A check that fails holds the invoice and says why, in plain words.
What else does it catch? Before anyone pays.
Three bills, each just under a threshold? Seen as one.
Invoices from one supplier inside a week are added up. When together they crowd an approval threshold that each stays below, the newest one says so.
Clearview Cleaning Services's TBC-0419, R 1 550,00, needs attention. Split invoice: 3 invoices in 7 days from this supplier total 4650.00, crowding the 5000 approval threshold while each stays below it.
A supplier you've never paid? Its red flags, named.
A new supplier's first invoices are checked for a free-mail sender, a VAT number in the wrong format, a bank account in another country than the address. A new supplier's first 3 documents always go to a person, however well they were read; Touchless comes later, once a supplier is known.
Kgotso Fuel Supplies' first invoice needs attention. Supplier review: New supplier "Kgotso Fuel Supplies" has 2 onboarding red flag(s): sender is a free-mail address (@gmail.com) — business suppliers usually invoice from their own domain; VAT number "40012" does not match this region's format.
Who can wave it through? Only who you choose, with a reason.
Who approves what? The route you set.
Stages in order, each with the people you choose. A stage can start at an amount, so a director signs only the large ones, and every invoice shows who it's waiting on.
Approval Flows, Supplier invoices: 1. Finance review, Lerato M.. 2. Director sign-off, Thabo K., from 5 000,00 up. An invoice's trail: Lerato M. approved, waiting on Thabo K.
Already cleared it by phone? Override it, on the record.
With Override Mode on, a soft check can be acknowledged with a reason that goes on the audit trail. Duplicate, jurisdiction and SMB-ceiling checks never can be.
Override Mode is on. The 2/3-way match check is soft and is overridden with the reason "Price change agreed by phone with Hartley Print Co. on 12 Oct.". The Duplicate check is hard: Duplicate, jurisdiction, and SMB-ceiling checks can't be overridden — resolve the underlying issue instead.
Something still open on it? It waits, and says why.
Ready to Approve lists each invoice at its stage. One with a failed hard check or an open exception can't be approved yet, and its row gives the reason.
Ready to Approve: Hartley Print Co. HP-339 reads Not ready · Escalated: Bank details The others wait at their stage.
Put your own rules on it.
For businesses and accounting firms.
Set your purchase-order tolerances and your approval route, then send a month of invoices through. Every hold comes with its reason, and every override with who made it and why.
Questions first? Email support@docubite.com.
HP-339 waits in Exceptions until the supplier confirms.