Frequently asked questions about Q.Invoice

Q.Invoice is a web application for digitising, automatically processing, recording and approving received invoices, receipts and other business documents.

It extracts key data, supports document checks and cost allocation, manages approvals, keeps a digital archive and connects documents with accounting or ERP systems.

How does Q.Invoice help?

• Automatic data extraction: It recognises suppliers, amounts, issue dates and due dates and fills the appropriate fields.
• Simple document intake: Upload documents directly or receive them through a dedicated collection mailbox.
• Clear approvals: Configure multi-level approval workflows according to your organisation and internal rules.
• Cost allocation: Split documents by accounts, cost centres, projects and other dimensions.
• Accounting integration: Approved documents can continue automatically to a connected accounting or ERP system.
• Digital archiving: Documents, attachments and approval history remain available in one place.

Q.Invoice reduces manual data entry, document searches and approval administration.

Q.Invoice is designed for companies and organisations that want to simplify the processing of received documents. It is suitable for small businesses, medium-sized companies, corporations, holding groups, non-profit organisations and external accounting firms.

It supports accountants, finance teams, managers, approvers and employees who capture business receipts or submit purchase requests.

Configurable roles and permissions ensure that each user can access only the functions and documents needed for their work.

Yes. Q.Invoice offers a FREE plan with no time limit.

The free version includes:

• Up to 2 users.
• Up to 10 invoices per month.
• Document data extraction.
• Connection to the ARES business register.
• Record history.
• Online help and email support.

The FREE plan is suitable for smaller organisations that want to try the basic document digitisation features. You can upgrade when you need more documents, users or advanced functions.

Yes. Q.Invoice offers several plans and can be configured according to company size, number of users and document volume.

Smaller companies can start with basic document records, extraction and approvals. Larger organisations can use multi-level approvals, multiple companies, cost allocation, ERP integration and additional document types.

More complex processes can be handled through an individually configured solution.

Q.Invoice supports the digitisation and processing of several types of received business documents, particularly:

• Received invoices.
• Credit notes and other corrective documents.
• Business receipts.
• Other documents based on individual configuration.

It can also be adapted for specific documents such as delivery notes. Purchase orders, goods receipts, purchase requests and other supporting documents can be recorded, attached or interconnected as part of a specific solution.

The available extraction and processing scope depends on the selected plan and configuration.

Yes. Q.Invoice supports the digital processing of business receipts from capture and data extraction through approval and the subsequent accounting process.

An employee can photograph a receipt on a mobile phone or upload it as a file. Q.Invoice extracts the required data and prepares the document for further processing.

The employee can select the company and payment method according to their permissions. The receipt then follows the company’s configured approval workflow.

The next step depends on the payment method and the company’s processes.

If an employee paid with private funds, the approved receipt can continue to a bank payment order so that the expense can be reimbursed. Cash expenses can continue to cash desk processing and the creation of a cash document.

Approved receipts can also be transferred to a connected accounting or ERP system. Integration options are available for Microsoft Dynamics 365 Business Central and Dynamics NAV. The exact workflow depends on the accounting system and company configuration.

Automatic extraction recognises important information in received documents and transfers it to the appropriate fields in Q.Invoice.

Collection mailbox: Suppliers send invoices to a dedicated email address. Q.Invoice processes the messages and prepares supported documents for review.

Manual upload: Upload a document directly to the application and start extraction.

Q.Invoice can identify the supplier, document number, variable symbol, issue date, due date, amounts and VAT information. Users can review and complete the extracted data before continuing to approval.

Yes. Extracted data can be reviewed and edited before further processing.

A newly extracted invoice appears among documents in progress. A user with the appropriate permission can edit fields and add missing information, attachments, accounting data or approvers.

After the review, the document can be submitted for approval. Editing options are controlled by user permissions.

Yes. Q.Invoice can extract data from documents in different languages, particularly languages that use the Latin alphabet.

The highest accuracy is achieved with Czech, Slovak, English and German invoices. Accuracy also depends on document quality, structure and the availability of required data. All extracted information can be reviewed and corrected.

Q.Invoice primarily extracts data from received documents in PDF format and processes photographs of receipts.

PDF, JPG and JPEG documents can be previewed directly in the application. Related XLS, XLSX, DOC and DOCX files or links to files in external storage can also be attached.

Formats supported for data extraction are different from formats that can be added only as attachments.

Q.Invoice supports multi-level document approval based on the organisation structure and internal company rules.

Approvers can be assigned automatically according to the subject of performance or selected manually. Each approver can approve, reject or return a document for completion and may edit selected data or allocate costs according to their permissions.

The process includes email notifications, comments, approval history and substitution during absence. Every action is recorded in the audit trail.

Yes. The Purchase Requests module records and approves purchase requirements before the purchase takes place.

An employee creates a request, lists the required items, expected price and reason for the purchase. The request then follows the company’s approval workflow.

After the invoice arrives, it can be linked to the approved request. The company can therefore trace who requested and approved the purchase and which document was created. The module is available in selected paid plans.

Yes. With the appropriate configuration and ERP connection, Q.Invoice can match received invoices with purchase orders or goods receipts.

This helps verify the relationship between what was ordered, received and invoiced, including partial fulfilment when suppliers invoice individual deliveries or recurring services over time.

This functionality is mainly intended for individual integrations with Microsoft Dynamics 365 Business Central and Dynamics NAV. Options for other systems depend on their technical interfaces and company requirements.

Yes. Received invoices can be allocated by general ledger accounts, cost centres, projects and other dimensions.

A document can be split into several accounting lines with the relevant VAT rates and amounts assigned to specific organisational units or projects.

When connected to an ERP system, the allocation can use its charts of accounts and master data. The accounting team can prepare all required information before transferring the document to accounting.

Yes. Q.Invoice can manage multiple companies in one environment, depending on the selected plan and configuration.

Suppliers, subjects of performance, charts of accounts, cost centres, approval workflows, user permissions and accounting or ERP connections can be configured separately for each company.

Users see only the companies and documents they are authorised to access. This is suitable for holding groups and organisations with multiple accounting entities.

Yes. Q.Invoice allows roles and permissions to be configured according to each employee’s responsibilities.

Administrator: Manages application settings, users, roles and permissions.

Processor: Creates and edits documents, reviews extracted data and prepares documents for approval.

Approver: Reviews and approves documents or purchase requests.

Permissions can be further restricted by company, editing rights and substitution during an approver’s absence.

Yes. Q.Invoice stores processed documents digitally together with their attachments and action history.

Documents can be searched and filtered, and their current status can be reviewed. Each document retains its processing history, approvers, comments and related documentation.

When Q.Invoice is used for statutory archiving of accounting documents, the relevant legal requirements for retention and availability must also be considered.

Yes. Q.Invoice can be used on a computer, tablet or mobile phone.

Approvers can review and approve invoices, receipts and other documents outside the office. Mobile access is also useful for employees who need to photograph a business receipt during a purchase or business trip and submit it for processing.

Security and the protection of business data are important parts of Q.Invoice.

The application uses secure FORPSI Cloud infrastructure, while access to individual functions and documents is controlled through user permissions.

• Access control: Roles determine which data and documents each user can work with.
• Cloud infrastructure: Q.Invoice uses cloud data centres in the European Union.
• Personal data protection: Data processing takes GDPR requirements into account.
• Backups: Regular backups help protect stored information.
• Audit trail: The processing history records changes and approval steps.

Yes. Q.Invoice can connect to accounting and ERP systems so that approved documents can continue directly to accounting.

Supported integration options include Microsoft Dynamics 365 Business Central, Microsoft Dynamics NAV, Pohoda, Abra Flexi, iDoklad, Helios and ESO9.

Prepared connectors are available for Business Central and NAV. Other systems can be connected through available APIs, data export and import or individual integration. The exact scope depends on the system and company requirements.

Yes. Q.Invoice can also be used independently for recording, extracting, approving and storing received documents.

An accounting or ERP connection is not required for basic use. Integration can be assessed and configured later if you decide to connect Q.Invoice to your accounting system.

You can start using the basic Q.Invoice environment after registration and initial user setup. As a web application, it does not require software installation on individual computers.

Basic use requires company details, users and required features to be configured.

Individual approval workflows, multiple companies, specific document types and ERP integration are implemented according to your requirements. The timeline depends on process complexity and the technical options of the requested integration.

All Q.Invoice plans, including the FREE plan, include online help and email support.

Hotline support is included in the QM and QIN plans. The FREE and QS plans do not normally include hotline support.

Additional services and individual support can be adjusted to the customer’s specific requirements.

Yes. Q.Invoice is part of the Quartex Ecosystem, which supports the digitisation and automation of additional business processes.

One related application is Q.VOS, which helps organisations receive and manage reports under whistleblower protection legislation.

Q.VOS enables secure and anonymous reporting and the subsequent recording and processing of reports.

More information about this separate application is available at www.qvos.cz.