Module · Internal processes and governance

Invoices and expense claims

E-invoices, travel requests and employee expense claims.

The module digitises the internal circuit of financial documents: receiving and processing supplier invoices, including automatic capture from the national e-invoicing system, along with requests for official travel, travel orders and employees' expense claims. Every document passes through a workflow of checking, sign-off, payment authorisation and approval, with a full audit trail.

Request a demoSee how it works
 
An expense claim in the Smart Digital City platform

The expense claim: the travel period, the expenses in detail and the initial, final and internal documents.

What changes in the internal financial circuit

An invoice arriving through e-invoicing enters the checking and sign-off workflow by itself, and the travel order and the claim are filled in once — with no printed forms carried between offices for signatures.

Invoices enter the workflow by themselvesAutomatic import from e-invoicing, with the XML and structured data
The travel order is generatedFrom the request, regenerated on any change
Every step leaves evidenceAn audit trail with user, date, previous and new status

What you can do

Processing supplier invoices and the complete circuit for official travel.

The invoice list

Quick filters by status — In progress, Completed, Payment refused — and by category.

E-invoicing import

Automatic capture of the XML file and the structured data from the national system.

Tax authority access token

Managed from the interface, showing the expiry date and revalidation.

Processing workflow

Invoice check → sign-off → payment authorisation and execution, with configurable roles and approvers.

Travel request

Employee data taken from the organisational chart, destination, period, means of transport, days and nights.

Estimated costs and advance

Transport, accommodation and other expenses, with an advance on departure or during the trip.

Expense claim

Period, distance travelled and an itemised list of expenses, with scanned documents attached.

Sign-off by department

Finance department, finance directorate, the chief financial officer and the chief executive, with configurable steps.

See all features
  • Claiming and un-claiming an invoice by the responsible member of staff
  • Marking payment made or payment refused, with a reason
  • Automatic generation of the travel request and the travel order (page 1 and page 2), regenerated when the data changes
  • Documents organised in three categories — initial, final and internal — with versioning and labelling
  • Electronic signing or digital handwritten signing, depending on the rules configured
  • The register of travel requests and the register of expense claims, with filtering and export
  • Reports on invoices in progress, completed and refused for payment, and travel expenses by employee and department

How it works

From the invoice received or the request submitted to the payment made and the claim approved.

1

EntryE-invoicing import or a request submitted internally

2

ClaimingThe responsible member of staff takes the document

3

CheckData, documents and reconciliation with the contract

4

Sign-offDepartmental sign-off, with signatures

5

Payment authorisationApproval and execution of the payment

6

ClaimExpenses evidenced and the order regenerated

What you get as standard

The module is not just an interface. It arrives configured in its standard version, ready to use from day one.

  • forms
  • workflows
  • registers
  • reference data
  • document templates
  • business rules
  • validations
  • notifications
  • reports
  • dashboards
  • access rights
  • audit

Native integrations

The financial circuit connects to e-invoicing, to contracts, to the budget and to human resources.

The national e-invoicing system, through an access token managed in the platform
The Contracts and Procurement modules, for linking invoices to contracts and procedures
The Budget module, for committing and paying amounts against budget lines
The Human resources module, for employee data and reconciliation with travel assignments

Part of the same platform

Invoices and expense claims is not a separate application. It uses the same records registry, the same documents and the same signing, notification and audit mechanisms as every other module.

See all modules →

How to get started

You don't have to digitise the whole institution at once.

START ONE

You start directly with this module: Invoices and expense claims, the internal portal and the tools it needs to run.

START PRO + INVOICES AND EXPENSE CLAIMS

If you already have the digital foundation — records registry, documents, workflows — the module is activated on top of it, with no migration.

Want to see how Invoices and expense claims would work in your administration

Request a demo

We'll walk you through the complete workflow on a real case, from the invoice captured through e-invoicing to the payment authorised and the claim approved.