Photograph the invoice on your phone or upload it as a PDF. DocFlow extracts the supplier, invoice number, date, due date, line items and amounts with VAT broken down. Review, approve and export straight into your accounting system. Without typing a single figure.
This is not a generic OCR engine. DocFlow is trained specifically on the Spanish invoice format — it understands VAT, IRPF (Spanish income tax withholding), payment terms and the fields required by the AEAT (the Spanish tax authority).
Supplier, NIF/CIF (Spanish tax ID), invoice number, issue date, due date, line items with quantity and unit price, taxable base, VAT rates broken down, IRPF withholding and total. All of it, automatically.
A PDF from an email, a photo taken on a phone, a desktop scanner or simple drag and drop. DocFlow accepts images of any quality — even creased invoices or uneven lighting. The AI model compensates for imperfections automatically.
Extracted invoices wait for validation before they are posted. Assign an approver by supplier, amount or department. Automatic notifications when invoices are awaiting approval. A full audit trail of who approved each invoice.
DocFlow cross-checks every incoming invoice against your history to catch duplicates before they are posted. An immediate alert if the same invoice number, or the same amount from that supplier, is already in the system.
Every digitised invoice indexed and searchable. Find any invoice by supplier, date, amount or line item in seconds. Secure storage with retention configurable to meet tax rules (a minimum of four years in Spain).
How much did we spend on food this month? Which supplier has the most invoices outstanding? A dashboard of spend by category, supplier and period. Real visibility of costs without waiting for the month-end close.
If your administration team keys invoices in by hand, DocFlow gives those hours back every week.
A hotel processing 150 invoices a month gets back more than 8 hours of admin time every month.
Invoices for food, drink, laundry, maintenance, supplies and more. A mid-sized hotel receives 100-300 invoices a month. DocFlow digitises them in minutes and leaves them ready for Holded, Sage or the corporate ERP.
Invoices from food, drink and equipment distributors. The head chef photographs the supplier's invoice on delivery — the admin team finds it digitised and approved straight away.
Each site digitises its own invoices locally. Central finance reviews, approves and exports them to the accounting system without asking anyone to send the paperwork over by post or email.
Digitise invoices for all of your clients from a single platform, each client in their own separate workspace. Import straight into A3 or Sage Contaplus without re-entering data.
DocFlow does not replace your accounting software — it feeds it automatically. Export in the native format of the leading systems on the Spanish market.
The whole journey, from the moment the invoice arrives to the moment it lands in the accounting system — with nobody having to type a thing.
Take a photo on your phone, drag the PDF into the dashboard, or connect an email inbox so DocFlow captures each invoice automatically as it arrives.
In under 15 seconds DocFlow identifies the supplier, extracts every field and presents them for review. The AI learns from your corrections and improves with each invoice.
One glance to confirm the data is right. If something needs correcting, you edit it there and then. Once you approve, the invoice is recorded and filed automatically.
One click to export in your accounting software's format. Or set up automatic export so approved invoices go straight to Holded, Sage or your ERP on their own. No manual intervention.
Tell us how many invoices you process each month and we will tell you exactly what it would cost and how much time it saves you.
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