Hundreds of invoices. A few need you.
For finance teams in South Africa and Lesotho: invoices read as they arrive, the sure ones through on their own, the rest waiting for a person with the reason, and every bill paid from one approved batch.
On Invoices, five invoices arrive: two from trusted suppliers go through touchless, one is held as a likely duplicate, and two wait in review. The Touchless tile reads 68%, 143 of 211 sent without review in the last 30 days.
Most invoices go through. The rest wait for a person.
Too many invoices to touch each one? Let the sure ones through.
Choose how far DocuBite goes on its own: suggest, apply with one-click approval, or touchless. Before you switch, it estimates from your last 30 days, and a sample of what goes through is spot-checked anyway.
Autonomy: Suggest, Auto with approval, Touchless. Switch to Touchless? At a confidence bar of 0.90, documents the engine is that sure about will publish without a reviewer looking at them. Of the last 30 days' 211 documents, about 152 would have cleared this bar on extraction confidence alone. Touchless is now in force. How much of the published work is spot-checked anyway. 0.05 sends about one in 20 to a reviewer without holding it up.
A supplier you've never paid? A person sees it first.
A new supplier's first documents always go to a person, however confident the reading. Only after ten clean documents in a row can its invoices move on their own.
Suppliers, who can skip review: Basotho Hat Catering, Trusted, 10 of 10; Thaba Bosiu Stationers, Trusted, 10 of 10; Qiloane Fuel, Building trust, 7 of 10; Hlotse Grain Traders, Still new, 2 more documents reviewed by a person.
Something off? Never touchless.
Duplicates, totals that don't add up, split invoices and changed bank details always stop for a person, whatever the confidence, with the reason on the field.
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).
Paid on time. Never by DocuBite.
What's due, and what's late? Open invoices, by age.
Bill Pay shows what's outstanding and how overdue, from not yet due to ninety days and over. Each band opens the invoices in it, with staff expense claims beside the bills.
Bill Pay, Open invoices by age: LSL 9 905,50 across 4 invoices, LSL 680,00 overdue. Not yet due: 3, LSL 9 225,50; 1–30 days overdue: 1, LSL 680,00.
Paying them? One batch, approved.
Gather approved bills and claims into a batch. The people you choose approve it, approving makes the payment file for your bank, and DocuBite never holds the money.
Payment batch Suppliers, 9 Oct, 4 bills · 1 claim, LSL 10 391,70, is approved by Thabo K.. Approving makes the payment file available. No money moves until it is uploaded to the bank.
Questions finance teams ask first. Answered plainly.
How do invoices get in?
Forward or copy them to your company's own DocuBite address, or add them on Invoices. Purchase orders, receipts and bank statements each have their own queue too.
What can go through without anyone looking?
Only at Touchless, only from suppliers trusted after ten clean documents in a row, and only when every field clears the confidence bar you set. A sample is spot-checked anyway.
What always stops for a person?
Duplicates, totals that don't add up, split invoices and changed bank details, however confident the reading. A new supplier's first three documents too.
Can staff claim expenses here?
Yes. Receipts are added to an expense claim, the claim is approved, and it's paid in the same batch as your suppliers' bills.
Which ledgers does it post to?
QuickBooks Online, Xero, Sage Accounting or SAP. Approved bills post with every line's account and tax code.
Does DocuBite pay our suppliers?
No, it never holds the money. Approving a batch makes the payment file; you upload it to your bank, and mark the batch paid once the bank has taken it.
Something else? Email support@docubite.com or request a demo.
Start with one week's invoices.
For finance teams in South Africa and Lesotho.
Forward a week of supplier invoices and watch which ones would have gone through on their own, and why the rest stopped.
Questions first? Email support@docubite.com.
Your documents stay in private encrypted storage. DocuBite never holds your money.
Then the approved ones, paid in one batch.