Frequently asked questions from customer feedback

Based on feedback and suggestions from customers, we have identified a number of questions that already have easy solutions and fixes. Take a look and see if you can find some useful tips for yourself.

Guides and tutorials

Where to find guides and instructional videos that help to use the Finbite environment?

If you want to find guides and instructional videos on how to use the Finbite environment, here are some resources:

All instructions concerning the Finbite environment are available at help.finbite.eu. In the Finbite environment, there is always a link in the top right-hand corner of the page to “Help”, which directs you to the instructions page.

• Watch instructional videos and listen to training recordings here.
• If you have any questions, you can always contact Finbite Customer Support: finbite.eu/contact/.
• If you would like personalised training for your team, you can order it here: https://finbite.eu/en/courses/.

If there is a manual missing or needs to be revised, please do not hesitate to contact Finbite Customer Support.

Account assignment and confirmation templates

How to create and modify different templates?

There were a number of questions about templates. The Finbite environment offers a wide range of template options to ensure maximum flexibility of accounting automations. In order to find the solution that best fits your business processes, we recommend that you take a look at the template related manuals.

How do I set up automatic account allocation templates?

With accounting templates, it is possible to assign predefined accounts and dimensions to the invoice rows, so that there is significantly less work with the recurring invoices.Account assignment templates can be used to attach a preset account assignment. Accounting templates can only be created when assigning an account to a specific invoice after adding the account and dimension to the invoices (Actions – Account assignment) by selecting Actions -> Save Template at the end of the invoice row. This means that in the future, the predefined accounts and dimensions will be automatically added to the incoming invoice rows. When entering an account, it can be saved as a template and you can choose between a supplier-based or a sector-based accounting template. In addition, the distribution of invoice rows can also be defined using the template.

How to automate the confirmation of invoices and expense reports?

Confirmation circles can be automated starting from the Standard package, where different templates can be created to automate the validation processes.

How do I set up an automated confirmation circle for invoices without a reference number?

If you are sending a specific invoice to a confirmation circle and want to save a confirmation template, you have to choose between a supplier, subject or account based confirmation template. A supplier-based template is linked to a specific supplier, so this template can be applied when an invoice is received from the same supplier. Subject-based confirmation templates can be applied to invoices from any supplier.

Confirmation Circle

How to use limits in the confirmation circle to ensure that the accountant is always the last one to confirm?

Thanks to a recent update, it is now easier to use limits in the confirmation circle. You can now set mandatory confirmers who must always confirm an invoice, regardless of the limits of previous confirmers. For example, if an accountant needs to review and approve invoices, you can assign them as a mandatory approver and ensure that they are always involved in the process.

How to add more than 5 people to the confirmation flow?

More than 5 people can be added when creating a confirmation circle. When starting a confirmation circle, all 5 rows must be filled in with the names of the confirmers, and then the system will automatically add the next 5 rows. It is also possible to redirect the invoice to more people while a confirmation circle is in progress. When one forwarding field is filled in, the system will automatically add more fields for the next approver and so on.

Why can’t invoices be confirmed directly from the email notification, but you have to click on the link and log in?

In fact, it is possible to define in the purchase invoice settings the options available for employees to approve invoices. Both direct link validation and login are security settings that each company can implement according to their needs.

If the setting “Disable instant confirmation of invoices form e-mail” is not active, a button will be added to the approval notification, allowing the invoice to be approved without first opening the link.

If the setting “Require authentication when confirming from URL” is active, you will also have to log in to the environment when clicking on the confirmation link.

Why can’t I access the invoice via the confirmation link in the email once I have approved it?

The confirmation link in the email notification will expire immediately after confirmation is given due to security reasons. This will ensure that only those authorised to represent the company at that time have access to the invoices. Despite the expiry of the validation link, all users will still be able to log in to the Finbite environment and view their validated invoices.

Purchase invoices

How can I find invoices older than 365 days in the purchase invoice list?

If you want to find invoices that are more than 365 days old, you can use a detailed search and the calendar function there. For example, you can find all your purchase invoices from the previous year, even if it is already May in the new year.

How do I distinguish between invoices sent for confirmation and those not yet sent when looking at the purchase invoice list?

In the purchase invoice list, you can filter invoices by their status – including whether the invoice is pending confirmation, confirmed, or in the received status.

In addition, the date of all received purchase invoices is marked in bold. Once the invoice has been sent for confirmation, the date font will change to regular.

Is it possible to modify purchase invoices in e-invoice format?

As e-invoices move between systems in encrypted format, they are not designed to be modified. There is a presumption that the supplier submits an invoice with the correct data. If it is necessary to change, for example, the VAT codes or IBAN, this is possible. The VAT codes can be changed on the invoice rows. The IBAN can be changed if the company has a corresponding supplier in the suppliers register. If an e-invoice is very faulty, it should be returned to the sender. This can be conveniently done under invoice activities.

How to link a purchase order to an invoice?

A purchase order can be linked to an invoice via the purchase order number field and this information is then sent to your ERP. The purchase invoice and purchase order are then linked on the ERP side.

Digitising

Why are VAT codes sometimes incorrect on digitised invoices?

If there are problems with VAT codes, check your company’s VAT register first. This register, the codes defined there and their priorities will be used to add the corresponding VAT codes to your invoices during the digitisation process (if priority is 1). However, it is also worth remembering that the digitisation of invoices is a data recognition service. This means that neither the automated software nor the digitisers will assign company-specific codes or articles to the invoices.

Will the name of the supplier be taken from the logo on the digitised invoices?

When purchase invoices are digitised, the name of the supplier is not taken from the logo on the invoice. In the case of invoices received from Estonian, Latvian and Lithuanian suppliers, a query is made to the local database based on the supplier’s registration code and the legal name of the company is always entered.

If a company receives invoices from foreign suppliers where the only reference to the company is the logo, then these are special cases which are always checked manually by the digitisers. It may therefore sometimes be rare for the name of the foreign supplier to be taken from the logo. In order to avoid such situations, it is very important that you have set up a Supplier Register with the correct data in the Finbite environment.

E-invoice orders

How to view e-invoice orders in chronological order?

To better understand who has recently ordered an e-invoice from your company, you can use the date filter.

Expense reports

How can employees upload their own expense documents for reimbursement?

Employees can use the Finbite Finance mobile app, which allows them to submit expense documents quickly and easily. With the mobile app, a picture of the receipt can be taken immediately after the purchase and entered into the company’s accounting environment as an expense report. There is no longer any need to collect paper receipts for expense reports, deliver them to the accountant, sort and store them, as the whole process is digital.

The application is available to all customers from the Standard package onwards. Users who only enter expense documentation into the Finbite environment and prepare expense reports (role: reporting person) are free of charge for the company. The Finbite Finance app is available on both the AppStore and the Google Play store.