Inbound invoice import and field expenses
The supplier invoice arrives as an XML file, and in most labs someone sits down to type it item by item, amount by amount, slipping a decimal point now and then. Here you drop the file and the system reads it, identifies the supplier and builds the payable on its own. And the spend that happens out on the road, on sampling day, has a place to land too.
Drop the XML and the bill is already built.
The system identifies the supplier by tax ID, checks for duplicates and creates the bill with line items, amounts and due dates already filled in. No more invoice typing, no more decimal-point slips.
Each supplier comes in already classified.
Financial nature, cost center, P&L category and payment method come in automatically from what you set for that supplier. The expense lands in the right place without anyone choosing again.
Field expense recorded on the spot, from the phone.
The collector logs the expense from their phone, photographs the receipt and it works offline. Each employee has an internal account (a virtual wallet) for advances and expenses, so nothing sits forgotten in a pocket.
Collection fuel lands on the right work order's cost.
R$250 of fuel split between work order 141 (60%) and 142 (40%). Field cost shows on the work order that generated it, and margin per service comes out real.
Advance settlement without arguing over change.
Money left over, the employee returns it; money short, the company reimburses. Each person has their own account statement, so the conversation stays on the numbers.
A repeated invoice doesn't become a duplicate bill.
The system checks the invoice key and flags it if that entry already came in. You don't pay the same supplier twice by slip.
The receipt stays with the expense, as a photo.
Each field expense carries the receipt photo attached. When it's time to account for it, the document is right there, not in a folder on the collector's phone.
The money that goes out on the road has an owner too
Sampling burns fuel, tolls, parking, and that money usually turns into a hole in the cash. Here's how the internal account closes that tap in practice.
The collector's statement closes itself each month.
Advance on one side, proven spend on the other: leftover comes back, shortfall gets topped up, and their account balance ties out without anyone adding up receipts by hand.
R$250 of fuel becomes the cost of two work orders.
The trip's spend splits across the runs it served, 60% on one order, 40% on the other, so each analysis carries the fuel it actually used.
Frequently asked questions
Do I have to type the supplier invoice line by line?
No. You import the XML and the system builds the bill with line items, amounts and due dates already filled in, identifying the supplier by tax ID. The person reviews and approves, doesn't type.
What if the same invoice gets imported twice?
The system checks duplicates by the invoice key and flags it. You don't create a duplicate bill or pay the supplier twice by slip.
How do I control what the collector spends on the road?
Each employee has an internal account with advance and spend. They log it from the phone, attach the receipt photo and it works offline. In the end, the statement closes whether there's money left or short.
Does this field expense enter the analysis cost?
It does. A sampling run's fuel splits across the work orders on that trip, so margin per service reflects what was actually spent to deliver.
Stop running your LIMS and ERP as two systems.
See the work order become an invoice, the P&L update and the electronic invoice go out, live, with your lab's routine. Book a demo and find out how much time and revenue you leave on the table running two systems.