Frequently asked questions about Q.Invoice

Q.Invoice is a modern web application for automated processing a approval of incoming invoices, using artificial intelligence (AI) for fast and accurate data extraction.

How can Q.Invoice help you?

• Automatic extraction of incoming invoices - AI recognizes key data (supplier, amount, due date) and automatically assigns it within the system.
• Easy upload of incoming invoices - simply send them to a collection email address or upload them as PDF files directly into the application.
• Efficient approval processes - configurable workflows ensure a smooth approval process with clearly defined responsibilities.
• Fewer errors, more control - eliminate manual data entry mistakes and gain full visibility over the entire invoicing process.
• Time and cost savings - by reducing administrative workload, you speed up operations and improve your company's cash flow.

With Q.Invoice, your invoices are under control – fast, clear, and without unnecessary effort.

Q.Invoice can be used by any company or organization that processes invoices - from small businesses to large corporations. The system is designed to meet the needs of accounting teams, finance departments, invoice approval managers, and external accounting firms.

Thanks to flexible user roles and permission settings, it is suitable for teams of various sizes and structures. Whether you have a simple approval process or a complex multi-level workflow, Q.Invoice allows you to efficiently manage invoices according to your specific needs.

Yes! You can use Q.Invoice for free without any time limitation. We offer a free version that includes:

• Up to 3 users
• 50 MB of storage
• 20 invoices per month with automatic AI-powered data extraction
• History records and basic support

The free version is ideal for small businesses or those who want to try Q.Invoice first. If you need to process more invoices or use advanced features, you can upgrade to a paid plan at any time according to your needs.

Start for free and expand your capabilities as your business grows.

Q.Invoice is suitable for both small businesses and large corporations. Thanks to flexible pricing plans and the ability to customize features according to your company’s needs, Q.Invoice can grow together with your business, from smaller teams to complex organizational structures, with the option to expand features, users, and storage whenever needed.

In Q.Invoice, we use artificial intelligence (AI) for automatic invoice data extraction, which significantly speeds up processing and minimizes errors. The process works in two ways:

• Collection email - you can send invoices to a dedicated email address, from which the system automatically retrieves and processes them.
• Manual upload - the invoice can be uploaded directly in the application, where AI immediately analyzes it.

How does the AI work?

• It recognizes and extracts key data such as supplier, amounts, due date, and other important information.
• It automatically assigns the extracted data to the appropriate fields in the system.
• It continuously learns from your documents, thereby increasing extraction accuracy and reducing the need for manual intervention.

Thanks to this process, you save time, reduce the risk of errors, and gain faster and more efficient management of received invoices.

Yes, it is possible to manually edit data extracted from an invoice. Once the invoice is processed, it appears as a draft where the responsible person can review it and, if necessary, edit individual fields.

After making adjustments, you can assign approvers who must approve the invoice before it is posted into the system. This process ensures control and accuracy before final posting.

Yes, it can extract data from invoices in all languages using the Latin alphabet. The highest accuracy is achieved for Czech, Slovak, English, and German.

Q.Invoice can extract invoices from PDF files, display PDF, JPG, and JPEG previews, and attachments can be uploaded in PDF, JPG, JPEG, XLSX, XLS, DOC, DOCX formats or you can attach links to web resources.

The approval process in Q.Invoice is flexible and can be partially automated. Approvers are assigned to an invoice based on the filled-in subject of performance, but if necessary, they can also be assigned manually.

Each approver can, according to role and permission settings, edit specific fields or perform predefined actions. This process ensures an efficient and controlled approval workflow that can be tailored to your company’s needs.

Yes, Q.Invoice allows you to manage multiple companies under a single login. In the settings, you can add an unlimited number of companies and define specific parameters for each of them, such as:

• Suppliers - separate management for each company.
• Subjects of performance - customized approval processes.
• Chart of accounts - tailored to individual accounting entities.
• User permissions - access settings for individual teams.

Thanks to this flexibility, you can efficiently manage invoicing and accounting processes for multiple companies in one place.

Yes, Q.Invoice allows detailed user role and permission settings to maximize control over company processes. Basic roles include:

• Administrator - manages overall application settings, users, and permissions.
• Approver - responsible for checking and approving invoices or requests.
• Processor - enters and edits documents, preparing them for approval.

Each role can be further customized according to your company's specific needs, ensuring that each user has access only to relevant functions and data. This increases security and process efficiency.

Yes, in Q.Invoice we place the highest emphasis on security and protection of your data. The entire infrastructure runs in the secured FORPSI Cloud, which meets the highest security standards and international certifications.

• Encryption and protection against attacks

  All data is encrypted, and the system is regularly tested against security threats, including simulated hacker attacks.

• Secure data centers in the EU

  Data is stored in modern European data centers, including the Czech Republic, which comply with strict ISO 27001 security standards and are protected by chip access systems and 24/7 video monitoring.

• GDPR compliance and privacy protection

  FORPSI Cloud adheres to the CISPE Code of Conduct, ensuring that your data is not analyzed for marketing purposes and is protected according to EU regulations.

• Secure backups

  Thanks to the Cloud Backup service, your data is automatically and securely backed up, with unlimited data transfer and encryption that prevents unauthorized access.

The free version is ideal for small companies or those who want to try Q.Invoice first. If you need to process more invoices or use advanced features, you can switch at any time to a paid plan that meets your needs.

With Q.Invoice, you can be confident that your data is safe, protected against loss, and always available when you need it.

Yes, Q.Invoice can be integrated with your accounting system. It currently supports integration with Microsoft Business Central and its older version Microsoft Navision.

Thanks to API connectors, Q.Invoice can also be connected to other accounting systems, allowing smooth data synchronization and increased efficiency of processes within your company.

The implementation of Q.Invoice is fast and simple. Once the customer completes the registration process or pays the first fee (if using a version other than the free one), they will be immediately redirected to the application, where the basic environment is already prepared and they can start using it right away.

In the case of integration with other accounting systems, the time requirements are assessed individually, but thanks to flexible API connectors, the process is usually fast and efficient.

Yes, Q.Invoice offers technical support and a helpdesk. In every pricing plan, including the free version, email support is available.

With higher paid plans, we additionally offer hotline support and a helpdesk, which ensure faster and more comprehensive assistance when resolving issues and answering questions.

If your organization falls under the Whistleblower Protection Act and you are handling received reports, we recommend using the solution Q.VOS, which enables secure and anonymous receipt and management of whistleblower reports. Q.Invoice can be easily complemented with Q.VOS, allowing you to gain comprehensive coverage of processes from accounting to internal compliance.

👉 Learn more about Q.VOS here: www.qvos.cz