Customer Invoice and Workflow Portal
Accounting Powered by Technology
Invoice and Workflow Portal is a central hub for managing invoices – from submission and verification to approval and transfer to accounting. The portal automates document circulation, ensures transparency throughout the entire process, and allows you to track the status of each invoice in real time.
What is the Customer Invoice and Workflow Portal?
getsix® Customer Invoice and Workflow Portal is an intuitive online tool that clearly organises your company's daily invoice flow – from the moment they are sent, through approval, to preparation for posting.
Available 24 hours a day, from a browser or mobile application, it allows users to quickly and securely access invoices from anywhere. This makes document management more efficient, digital and fully integrated with accounting processes.
getsix® Customer Invoice and Workflow Portal is part of the integrated getsix® e-Services ecosystem, supporting the digital transformation of our clients' accounting and reporting processes.
How does
Customer Invoice and Workflow Portal work?
With Customer Invoice and Workflow Portal, the entire process – from document submission to its accounting – is digital, fast, and fully transparent. Everything happens in one place, accessible from any device, without the need for lengthy email correspondence.
1. Document submission
The user uploads an invoice directly to the portal – from a computer, phone, or sends it to a dedicated email address.
2. Online approval
The portal automatically directs the document to the appropriate people in the company, according to established approval paths. The status of each invoice is visible in real-time.
3. Forwarding to accounting
After approval, the invoice goes directly to getsix® and is prepared for further accounting – quickly, efficiently, and without unnecessary correspondence.
4. Feedback
Once the accounting process is completed, the user receives confirmation and access to the document status – everything is documented in the system.
Uploading documents to the system
Sending invoices to a dedicated email address
Taking photos of documents using the app
Client
Invoice
approval
for further accounting by getsix®
*Invoice approval can be multi-level
getsix®
Accounting process
Automated invoice workflow has never been so simple!
Uploading documents to the system
Sending invoices to a dedicated email address
Taking photos of documents using the app
Client
Invoice approval
for further accounting by
getsix®
*Invoice approval can be multi-level
getsix®
Accounting process
Automated invoice workflow has never been so simple!
Key benefits of implementing the portal
The implementation of the getsix® Customer Invoice and Workflow Portal brings measurable benefits in terms of efficiency, accuracy and transparency of financial processes. The platform combines automation, regulatory compliance and sustainability, supporting modern finance departments in their daily work.
Time
Digital invoice circulation shortens the entire document processing cycle – from sending to posting.
Automation of transfer, validation and acceptance eliminates delays and bottlenecks in the process.
Costs
The portal reduces operating costs by eliminating the need for printing, archiving, and manual data entry.
Less administrative work means less burden on finance teams and real savings.
Transparency
The status of each invoice can be monitored in real time.
A complete history of changes and role-based access ensure control over the process and user accountability.
Compliance
An automatic activity log and approval history facilitate tax inspections and audits.
The portal is fully compliant with the requirements of the National e-Invoice System (KSeF) and the rules for storing financial documentation.
Security
Data is transmitted in an encrypted form, and the portal operates in an environment certified in accordance with ISO 27001 and ISO 9001.
Access to information is strictly controlled thanks to assigned user roles and permissions.
Flexibility
The portal is accessible both from a browser and a mobile application.
This allows you to approve and view invoices anywhere – in the office, on the road or in the field.
Sustainable development
Digital document circulation means completely eliminating paper.
Reducing the consumption of office supplies and CO₂ emissions supports the achievement of ESG goals and the creation of a responsible working environment.
getsix® Customer Invoice and Workflow Portal
What problems does the portal solve?
The daily handling of invoices in many companies still involves numerous challenges – from scattered communication and manual data transcription to a lack of transparency in processes.
The getsix® Customer Invoice and Workflow Portal has been designed precisely to eliminate these problems and replace them with a single, streamlined digital process.
Chaos in communication and an excess of emails
Traditional document exchange between the accounting department and the client team is often based on emails and attachments. As a result, invoices get lost in inboxes and agreements disappear in long correspondence threads.
Solution: the portal moves all communication to a single, secure environment. Comments, notes and questions can be added directly to the invoice – including to individual items. Each document has a clear status and a complete history of changes.
Lack of control over invoice circulation and approval
In traditional processes, mistakes are easy to make – incorrect accounts, duplicates and even false invoices. Many companies do not have a clearly defined approval process.
Solution: in the getsix® Customer Invoice and Workflow Portal, each invoice goes through a defined approval workflow. The document can be approved, rejected or commented on in the system – with a full audit trail.
Manual data entry and inconsistency of information
Transcribing data from invoices into the accounting system is a time-consuming and error-prone process. Lack of integration with ERP results in duplicates and inconsistent reports.
Solution: the portal automatically recognises invoice data, validates it and transfers it directly to Microsoft Dynamics 365 Business Central. Integration with KSeF ensures consistency of information.
Process delays and lack of status information
Without a clear status system, it is difficult to monitor which invoices have been approved and which are awaiting approval or posting.
Solution: the portal provides real-time status tracking for every invoice. Users can instantly see where each document is in the workflow, who is responsible, and what actions are pending.
Difficulties in assigning costs and analysing data
In traditional processes, allocating costs to projects or cost centres requires additional spreadsheets and manual summaries.
Solution: the portal allows invoices or their items to be assigned directly to the relevant cost centres and projects, which simplifies reporting and increases the accuracy of financial data.
Lack of a consistent security system
Different file formats, local archives and lack of access control increase the risk of data loss or breach of financial confidentiality.
Solution: the portal operates in a cloud environment hosted in a European data centre certified according to ISO 27001 and ISO 9001. Data is encrypted and access rights are assigned individually.
Regulatory challenges and invoice digitisation (KSeF)
The introduction of the National e-Invoice System (KSeF) is forcing a change in the way finance departments work. Lack of preparation can lead to delays or non-compliance.
Solution: the portal is adapted to handle structured (XML) invoices required by KSeF. This allows your company to smoothly transition to the new standard without disrupting the process.
Excessive costs and inefficiency of paper circulation
Printing, scanning and archiving invoices not only generates costs, but also wastes time and resources.
Solution: Fully digital document circulation allows you to eliminate paper and physical archives, while supporting ESG goals and building a modern, sustainable working environment.
Key features of the Invoice and Workflow Portal
Multi-channel document submission
The portal allows invoices to be uploaded in several ways – directly through a browser, using a mobile application or via a dedicated e-mail address. Regardless of the source, all documents are sent to one central location. This unified entry point eliminates the risk of invoices getting lost and speeds up the start of the validation process.
Approval workflow and control
The system supports a multi-level invoice approval process tailored to your company's organisational structure. Users can view documents assigned to their role and approve, return with comments, or reject them. The portal provides full visibility of the decision history and maintains a complete audit trail – from the moment the invoice is sent to when it is forwarded to the accounting department.
Cooperation with getsix
All questions, clarifications and comments regarding an invoice can be added directly in the portal – to the entire document or to individual items. The getsix® accounting team sees these notes in real time, which eliminates the need for long email threads and allows for faster resolution of ambiguities. Each comment is saved in the document history, making communication transparent and fully documented.
Integration with ERP and KSeF
Once the invoice is approved, the system automatically transfers the data to Microsoft Dynamics 365 Business Central, without the need for manual export or re-entry of information. The portal also works with the National e-Invoice System (KSeF), enabling the download and transfer of invoices in XML format, in accordance with applicable legal requirements.
Status monitoring and document history
Each document has a clear status – from the moment it is uploaded, through validation and acceptance, to posting in the ERP system. Users can track progress in real time and view the full history of operations on the invoice. Thanks to the synchronisation of statuses between the portal and the ERP system, the accounting team and the finance department always work on the same, up-to-date data.
Intelligent document management
getsix® Invoice Portal facilitates the management of complex or multi-page documents. Invoices and attachments can be merged, split or reordered directly in the system, ensuring the correct structure before approval and export. By preparing documents appropriately in the portal, finance teams reduce errors, save time and ensure smooth accounting in Microsoft Dynamics 365 Business Central.
User roles and notifications
The portal adapts to your organisation with role-based permissions that give users access only to the information they need. Customisable email notifications ensure smooth processes by reminding you of pending approvals and providing daily activity summaries. These features increase accountability and help teams stay organised and up to date.
Reports and process transparency
Built-in analytics dashboards allow you to monitor invoice circulation. Users can filter data by period, company, responsible person, and more. Reports are illustrative in nature – they present basic statistics and activity indicators that help track process dynamics, user workload, and identify potential delays.
Thanks to these features, the getsix® Customer Invoice and Workflow Portal not only streamlines invoice circulation, but also creates an integrated working environment between the client and the getsix® accounting team – transparent, secure and based on modern digital standards.
Data and system security is a priority
In a world where more and more financial processes are carried out digitally, data security and regulatory compliance are becoming an absolute priority.
That is why the getsix® Customer Invoice and Workflow Portal has been designed based on the highest standards of information protection and regulatory requirements applicable in Poland and the European Union.
Compliance with KSeF and tax regulations
The portal is adapted to the National e-Invoice System (KSeF), which ensures compliance with applicable regulations regarding structured invoices in XML format. The document validation process and automatic data transfer to the accounting system guarantee that each invoice meets formal and tax requirements. This ensures that the organisation is prepared for current and future changes in the law regarding digital document circulation.
Certified cloud environment
The portal is hosted in a European data centre that is ISO 27001 (information security) and ISO 9001 (quality management) certified. Regular IT audits and infrastructure monitoring guarantee continuity of operation, data integrity and full protection against unauthorised access.
Encryption and access control
All data transmitted and stored on the portal is encrypted in accordance with the latest security standards. Access to documents and portal functions is regulated by user roles and permissions, so that everyone sees only the information they need for their work. This approach reduces the risk of errors, protects confidential financial data and ensures full compliance with GDPR rules.
Full change history
Every action in the system – from loading an invoice to approving it and forwarding it to accounting – is automatically recorded in the event log. This ensures a complete audit trail and allows for quick retrieval of a document's history during an audit or internal review. This solution greatly facilitates cooperation with auditors and tax authorities.
Responsible data management
getsix® treats information security not only as a technological requirement, but also as part of its organisational culture. Regular training, internal procedures and security checks ensure that customer data is always processed with due care and in accordance with industry best practices.
Thanks to these solutions, the getsix® Customer Invoice and Workflow Portal creates an environment where confidentiality and compliance go hand in hand with efficiency – giving users the confidence that every stage of the financial process is secure, controlled and compliant.
Service standard
Proven solutions
for your business from getsix®
We decided to develop the Customer BI and Reporting Portal service because we noticed a growing need in this area among our clients. As an accounting firm, we realize that the data we operate with can significantly contribute to more efficient business management. We want our clients to have access to comprehensive solutions in one place, without the need to look for external providers. Our service standard ensures:
Dedicated client
advisor
We guarantee direct contact with a designated advisor who will provide individual support tailored to your needs. Our team is always ready to deliver professional support at the highest level, ensuring the satisfaction and comfort of our clients.
Systematic service delivery process
We work according to recognized methodologies, with a continuously improved process that will guide you through the entire project. Our experts are Microsoft certified. We are official partners of technology providers and hold certifications for our skills.
Communication, reporting
and agreements in 3 languages
According to our clients' preferences, we offer communication in 3 languages: Polish, English, and German. We also provide reports, forms, and other necessary documents in these same languages, ensuring full clarity of cooperation in an international environment.
Practice, experience and data security
We have been present in the Polish market for nearly 20 years. We focus on innovation and business development backed by years of experience.
