How Invoices Reach The Platform
Invoices arrive as email attachments in Freshdesk, where a ticket is created automatically. From there:1
Open the Freshdesk ticket
Assign it to yourself, or self-assign it.
2
Confirm it's an invoice to process
Not every ticket is an invoice. Check that a PDF or image invoice is attached and that the request is to process it.
3
Set the Neoflo Status to Ready for Neoflo
In the ticket’s side panel, set the custom Neoflo Status field, not the standard Freshdesk Status field, to Ready for Neoflo.
4
Neoflo picks it up
Within seconds, Neoflo downloads the attachment and creates a new entry on the dashboard. The ticket’s Neoflo Status updates to Neoflo - On Hold.
The Neoflo Status field tracks the invoice all the way through, and moves to Neoflo - Rejected or Neoflo - Posted once it’s done. The standard Freshdesk Status field only changes once, to Closed, when every invoice on the ticket has been rejected or posted.
A manual Upload Invoice option exists as a backup, but shouldn’t be used for normal processing since it isn’t linked to a Freshdesk ticket.
The Invoice Dashboard
This is where every invoice lives, and where you go to act on one. Invoices sit in two tabs:- Open: invoices still moving through the pipeline.
- Closed: invoices already posted to the ERP.
The Invoice Dashboard, Open tab.
Reading A Row
Each row is one invoice.
Status values
Action values
Search, Assignment, And Filters
- Search Invoices: find an invoice by keyword.
- Show Unassigned: flip this on to see only the invoices nobody’s picked up yet.
- Filters: narrow the list by status, date range, vendor name, amount range, source, invoice number, or assignee.
Step 1: Review The Extraction
Click Review on any row to open the Invoice Extraction screen. The header carries the source ticket, vendor, invoice date, and invoice number, so you always know what you’re looking at. Below it, two panels sit side by side, the invoice as received on the left, the Extracted Data on the right.The Invoice Extraction screen: source invoice on the left, extracted data on the right.
Reference Numbers
At the top of the extracted data, enter or confirm the two numbers matching depends on:- PO Number: the purchase order the invoice bills against.
- GR/SES Number: the goods receipt or service entry sheet number, where applicable.
Extracted Fields
Below the reference numbers, every extracted field is listed with its value. Fields marked with a red asterisk (*) are mandatory. You can edit any value directly in this panel.
Once the mandatory fields check out, click Next. From here, the platform figures out where you need to go next:
1
A discrepancy turns up
Something doesn’t match the PO or goods receipt. You land on the Matching screen to sort it out.
2
Matching already checks out
The extraction is right and matching passes. You skip straight to Bill Posting.
3
Everything lines up
Extraction is right, PO and GRN both match within tolerance. The platform posts to the ERP on its own, no action needed. The invoice lands directly in Closed. See Straight-Through Processing below.
Straight-Through Processing (STP)
STP is what happens when an invoice needs no human at all. If extraction is correct, and both the PO and GRN match within tolerance, the platform skips Matching and Bill Posting entirely, posts straight to the ERP, and the invoice lands directly in Closed. Whether an invoice qualifies depends on your workspace’s configured tolerances, not every invoice will.Step 2: Matching
The Matching screen lines the invoice up against the PO and goods receipt, across two tabs.Metadata Tab
Header-level fields, side by side: the field, what the Invoice says, and what the PO / SAP Document says.- Auto-approved: the platform checked both sides and cleared it for you.
- Info Only: shown for context, not a blocking check (PO Numbers, for example).
Matching, Metadata tab: invoice values vs. the PO/SAP document, with auto-approved fields.
Line Items Tab
Invoice lines on the left, GRN lines on the right: PO number, GRN number, description, quantity, amount, document date. The summary bar at the bottom does the math for you:- Invoice total vs. GRN total: side by side.
- Tolerance: how much variance is allowed (say, ±$1.15).
- Variance: reads Balanced once the invoice matches the GRN within that tolerance.
Matching, Line Items tab: invoice lines vs. GRN, with a balanced variance summary.
Step 3: Post The Bill To The ERP
Bill Posting Details is the last stop before the invoice reaches your ERP.Bill Posting Details, with metadata, documents, and the line-item tax codes.
Metadata
The top section holds the posting details: PO Number, Amount before VAT, Total amount after VAT, Reference, Text, Ref Keys, Assignment, Doc Header, and Variance. Grey fields are locked, the rest you can still adjust before posting.Vendor not subject to withholding tax? The platform shows a banner: “Vendor is not subject to WHT deduction.” No WHT code needed there.
Documents And Tax Codes
Documents holds the invoice file tied to this posting, use Upload Files to attach anything supporting. Each line item carries its description, line total, VAT Tax Code, and WHT Tax Code. Set or adjust these before you simulate.Simulate Before Posting
Click Simulate to see the accounting entries the platform’s about to create. The Simulate Document window breaks down every G/L account: type (Debit or Credit), description, amount, then totals both sides.The Simulate Document window. Here debits and credits do not match, so the balance is not zero.
Post To ERP
Simulation balances, accounting’s correct, click Post to ERP. The bill posts and the invoice moves to Closed. Need to stop it instead? Click Reject.Once posted, the invoice appears under the Closed tab on the dashboard, and its numbers feed straight into Reporting.