Every bill checked. On the record.
For financial controllers in South Africa and Lesotho: every invoice is checked before anyone approves it, every check says why in words, and every override carries the reason someone wrote down.
An invoice from Senqu Building Supplies asks to be paid into a different account from the one on file. DocuBite flags the payment account number: Payment account changed for Senqu Building Supplies: 6200…8213 on file, this document says 6211…3377. Verify with the supplier through a known channel before paying.
Held before anyone approves. With the reason, in words.
Invoice doesn't match the order? Held at the line.
Each line is matched to its purchase order, quantity and unit price, against the tolerances you set. The difference is named on the line, in numbers you can read back to the supplier.
On Maseru Print Works KP-324, DocuBite shows: PO line match: "A5 flyers, full colour, 130 gsm": Unit price is 11.9 % off the PO price; the workspace allows 5 %.
The same invoice twice? Never overridden.
Exact and near duplicates stop with the reason, credit notes taken into account. Nobody can override a duplicate: the underlying issue has to be resolved.
On Mohokare Logistics BL-7686, DocuBite shows: Duplicate: Same supplier and total as another document; invoice number differs by one character (likely OCR error or duplicate submission).
VAT or totals wrong? Flagged at the field.
VAT is worked out again at the rate in force on the invoice date, and every total is added up, before anyone approves.
On Sefako Printers INV-2210, DocuBite shows: Tax: Expected tax at the Standard rate (15%) is 630, but tax total is 603. Arithmetic: subtotal (4200) + tax (603) = 4803, but total is 4830
Decided by the right person. Every step on the record.
Large invoices? A second approver.
Name each stage of an approval flow and who decides it. Give a stage a threshold and it applies only above it: here, Palesa N. signs off anything from LSL 25,000.
Approval Flows, Add a flow: Supplier invoices. Stages: 1 Finance check; stage 2 Controller sign-off, decided only by Palesa N., threshold 25000.
A check you've cleared by phone? Overridden, with the reason.
A softer check can be set aside only in Override Mode and only with a reason written down; a purchase-order mismatch only by the people you name. Duplicates never can.
Maseru Print Works KP-324, Checks: 2/3-way match, Soft. Override: 2/3-way match. Reason: Price rise to 0.94 agreed with Maseru Print Works by phone on 6 Oct; PO-1043 to be amended. Acknowledge this check without resolving it. The reason is recorded on the audit trail.
The auditor asks who did what? It's all in Activity.
Every change made to documents, who made it and when, filtered by event, person and dates, and exported as a CSV when the auditor asks.
Activity: Bill pushed to accounting, KP-324.pdf, no person, 09/10/2026, 10:31:07; Field edited, INV-2210.pdf, Mpho T., 09/10/2026, 10:18:44; Document reviewed, SB-2291.pdf, Mpho T., 09/10/2026, 09:52:10; Extraction completed, SB-2291.pdf, no person, 09/10/2026, 09:47:36; Document received, SB-2291.pdf, no person, 09/10/2026, 09:47:02.
Questions controllers ask first. Answered plainly.
What happens when a supplier's bank details change?
The invoice stops with the account on file and the one the document asks for, side by side and masked, and a note to verify with the supplier through a known channel before paying. It never goes through on its own.
Can someone switch a check off to get a bill through?
Duplicate, jurisdiction and SMB-ceiling checks can't be overridden: the underlying issue has to be resolved. A softer check can be overridden only in Override Mode, with a reason, and a purchase-order mismatch only by the people you name.
Can an auditor see who did what?
Activity lists every change made to documents in the company, who made it and when. Filter it by event, person and dates, and export it as a CSV.
Do large invoices go to someone else?
Give an approval stage a threshold and it applies only from that amount up, decided by the approver you name for it. Below the threshold the stage is skipped.
Which ledgers does it post to?
QuickBooks Online, Xero, Sage Accounting or SAP. Approved bills post with every line's account and tax code, and nothing posts before approval.
How do payments get released?
Approved bills are gathered into a payment batch, approved by the people you choose, and approving makes the payment file for your bank. DocuBite never holds the money.
Something else? Email support@docubite.com or request a demo.
Try last month's invoices.
For finance teams in South Africa and Lesotho.
Send in the invoices you've already paid and read what the checks would have said. Then set your approval flow and start on this month's.
Questions first? Email support@docubite.com.
Your documents stay in private encrypted storage. DocuBite never holds your money.
Every decision on the record: who, when and why.