Approve the commitment
The buyer raises a purchase order for the supplier and the delivery store. It stays a draft until someone in the Approver group approves it from the Inbox; a rejected order is cancelled and keeps its number.
Read the workflowThe starting point
Approvals by e-mail leave no trail an auditor can follow.
In this scenario, purchases are agreed informally, supplier invoices arrive in a shared mailbox, expense receipts are handed in on paper, and corrections are made by editing documents after the fact. The finance manager cannot see what has been committed, approved, or paid until the month is closed. The company moves these steps into BusinessIntents so that every commitment, approval, and payment has a status, a number, and a person behind it.
How the work runs
Separate duties, one trail.
Each step is a documented BusinessIntents workflow. Follow the links for the roles, statuses, and refusals behind it.
Register the supplier's invoice
The AP clerk enters the invoice under the supplier's own number. Approval stamps the internal PUR registration number and creates a Pay task, while rejected invoices never consume a number.
Read the workflowPay as a separate step
Someone in the Payer group claims the Pay task and confirms the payment, so approving a bill and paying it can sit with different people.
Approve and reimburse expenses
Employees file their own claims in the Personal shell, with one line per spend, its category, and VAT. Each claim moves from Submitted to Approved to Reimbursed, every step in a different group's Inbox.
Read the workflowCorrect without editing
Issued invoices are never edited. A credit or debit note, numbered from the same series as the invoices, corrects the amount. An unpaid invoice can be voided instead: it keeps its number, and a reversing entry is generated for the accountant.
Read the workflowPost balanced entries
Generated postings from invoices and payments, and manual journal entries, wait for the Accountant group. An entry posts only when debits equal credits, and a posted entry cannot be edited or deleted.
Read the workflowWhat changes
Control that is visible before the month is closed.
These are properties of the documented workflows, not measured results for a specific company.
Commitments and liabilities at a glance
The Open Purchase Orders and Unpaid Purchase Invoices counters, Spend by Supplier, and Monthly Supplier Spend read from the approved documents themselves.
Numbers an auditor can follow
Registration and invoice numbers are stamped only at approval or issue, voided invoices keep theirs, and corrections are separate documents rather than edits.
A ledger that cannot be quietly changed
Only posted entries count in the Trial Balance, and corrections follow the red-storno convention, with a reference to the original entry.
Limits worth knowing
What this scenario does not assume.
The workflow guides state these boundaries of the current product, and the scenario respects them.
Rejection means re-entry
Rejecting a purchase order, supplier invoice, or expense claim cancels it. There is no rework loop, so a corrected document is entered as a new one.
Credit notes stand on their own
A credit note does not yet reduce the open balance of the invoice it corrects. Settling the two against each other is a planned follow-up.
Manual reversals are written by hand
Voiding an invoice generates its reversal automatically, but a posted manual entry has no Reverse button: the accountant writes the negative-amount entry and links it to the original.
Before you go live
What to set up so the scenario runs as described.
These prerequisites come from the workflow guides. Everything else can stay as the suite ships it.
Separation of duties
Decide who sits in the Approver, Payer, Issuer, and Accountant groups. Anyone in a group, plus administrators, can claim and complete that group's tasks.
Chart of accounts
Activate the accounts you use from the shipped national chart, which arrives inactive, and add your own analytical accounts. Only leaf accounts accept postings.
Employees for self-service
An Employee record whose username matches each person's login, so expense claims filed in the Personal shell are scoped to that person.
Suppliers and reference data
Suppliers entered, and the pre-seeded base company, currencies, payment methods, and tax rates reviewed before the first document.
Help with the rollout
Implementation is led by the customer. Customers on every plan can contact the BusinessIntents team for assistance in English or Bulgarian, and the timing depends on the agreed scope.
Continue the evaluation
Go deeper into the workflows behind this scenario.
Each page below documents part of the scenario in full.
Decision-stage questions
Questions about this scenario.
Is this a real customer?
No. It is a representative scenario built from the documented behavior of BusinessIntents. The company is generic, and no results or quotations are attributed to anyone.
Can an approved or posted document be changed later?
Not silently. Issued invoices are corrected with credit or debit notes, or voided while unpaid, and posted journal entries are corrected with a new reversing entry. Rejected purchase orders, supplier invoices, and expense claims are cancelled and entered again as new documents.
Can we try this ourselves?
Yes. The Free Demo has no time limit and fewer features than paid access, and the team can tell you which modules in this scenario it includes. Standard costs €10 per user per month.
What if our process is different?
Fields, approvals, reports, and connected areas can be adapted when your process differs. That work is scoped and priced separately as Custom work.
Next step
Put an approval and a record behind every payment.
Open the free demo to follow the approval flows, or ask the team how your finance roles would map to the groups.
Already running BusinessIntents and willing to share your experience? Write to office@codbex.com. A customer story is published only after you approve every detail in writing.