A workplace from purchasing and incoming invoices, without people

Purchasing and incoming invoices

The invoice is waiting, and the goods receipt is still in the warehouse.

Arhivix takes incoming invoices from email, scanner and phone, reads them and proposes the fields, flags a possible duplicate and keeps the goods receipt and delivery note in the same supplier folder. Matching against the purchase order and posting to your ERP are in development.

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No card required.

How the process runs through Arhivix.

Every step is marked: what Arhivix does today, what is in development, and what stays in your accounting, ERP or bank.

  1. Purchase order

    Outside Arhivix

    Created in your ERP or accounting software. When it arrives by email as a PDF, Arhivix files it with the supplier.

  2. Goods receipt and delivery note

    Works today

    The warehouse photographs or scans the paper, and it sits in the supplier's folder, searchable by content in the paid plans.

  3. Incoming invoice

    Works today

    Arrives by email, from the scanner or the phone. Arhivix reads the supplier, number, amount and dates as a proposal, and you confirm.

  4. Possible duplicate

    Works today

    When an invoice arrives with the same number, supplier and amount, Arhivix flags it, and you decide what happens next. Nothing is deleted on its own.

  5. Review

    Works today

    Documents that Arhivix cannot file with confidence wait in the Smart Inbox for your confirmation.

  6. Matching with the purchase order and goods receipt

    In development

    Checking that the invoice matches the purchase order and the quantity received. Today all three documents sit in the same supplier folder, so the check happens in one place.

  7. Approval by amount and posting to the ERP

    In development

    Approval chains with amount thresholds and sending to the ERP are in development. Today your bookkeeper enters the invoice into the accounting software.

  8. Archive

    Works today

    The invoice, goods receipt and delivery note stay together, with version history and a log of every open.

Works today
Available in the app today.
In development
We are building it. It is not part of the offer yet, and we do not sell it as finished.
Outside Arhivix
Done in your accounting software, ERP, bank or by a specialist. Arhivix keeps the document for that step.

The same job in different industries.

A client sends invoices by email, photos over WhatsApp, and brings an envelope with the rest on the last day.

The sorting comes out of your hours, not the client’s, and every month starts from scratch.

scan_invoice_118.pdf Read
  • Client Hansa Facilities BV
  • Folder Hansa Facilities BV/2026-⁠07
  • Proposal purchase invoice, Steelco
Mail and scans end up in the same client folder.
Arhivix today
The client photographs paper with the phone into a folder shared with your firm, and mail to your firm’s inbox is filed per client by a rule. Arhivix reads every document and proposes the type and the details for you to confirm.

The same invoice arrives by email, on paper and as a phone photo, and gets booked twice.

A double booking or a double payment, then a correction that costs more than the booking itself.

inv_2291.pdf Possible duplicate
  • Invoice number 2291
  • Supplier Steelco
  • Amount 1,240.00 EUR
Same number, supplier and amount as the scan. You decide.
Arhivix today
Arhivix spots a possible duplicate by invoice number, supplier and amount, or by the same file, and tells you, and you decide whether it is the same document.

The supplier invoice is on hold because nobody can find the goods receipt and the certificate.

Without proof of receipt the invoice does not go for payment, so you either pay the supplier late or pay for goods nobody has checked.

goods_receipt_0917.jpg filed
  • Folder Marendo Trade Ltd
  • Proposal goods receipt 0917, 16 Oct 2026
  • Notified purchasing
Search Marendo Trade October returns the receipt, the certificate and the invoice.
Arhivix today
The warehouse photographs the goods receipt and the certificate into the supplier's folder, and Arhivix reads them and proposes the number and the date. A ping tells purchasing, who find both papers and the invoice with one search.

The delivery note stays in the kitchen, and your accountant waits.

Bookkeeping runs late, the manager collects paper from every venue at the end of the month, and a lost delivery note no longer backs up the invoice.

delivery_note_0388.jpg Confirmed
  • Folder City centre / Delivery notes
  • Proposal delivery note 0388, Orvelle Bakery
Shared with your accountant by a rule
Arhivix today
The shift lead photographs the delivery note into the venue's folder, Arhivix proposes its number and supplier, and an automation shares it with your accountant. Invoices from the venue's inbox are filed by a rule and shared the same way.

The concrete arrived on site, the delivery note left with the mixer truck, and the supplier's invoice is already waiting.

The invoice is paid without a confirmed quantity, or it waits until someone finds the delivery note, and nobody can prove a short delivery.

delivery_0412.pdf Photographed
  • Supplier Hansa Facilities BV
  • Folder Building B / Delivery notes
  • Received 14 Oct, 07:40
With the invoice: Hansa delivery notes October.
Arhivix today
The foreman photographs the delivery note into the project folder before the mixer truck leaves. Whoever checks the supplier's invoice finds every delivery note from that supplier with one search.

It starts without a project.

  1. Connect the company inbox or upload your existing folders, and Arhivix reads everything in the background.

  2. Paper from the field is photographed with the phone or scanned; Arhivix proposes the type and the details, and you confirm.

  3. Confirm an inbox rule once: next time such an attachment files itself, and uncertain ones wait for your approval.

For small companies

No card needed. Paid plans from 22 EUR per month with yearly billing, priced per company.

The free plan searches by file name; content and AI search come with the paid plans.

Try the free plan

For more than 20 accounts and for agencies

One conversation about your flows, migration and the programs you use. We answer within one working day.

Request a quote

Public pricing, per company

The Arhivix Lite plan is free and needs no card. Paid plans start at 22 EUR per month with yearly billing, and even the smallest includes 5 user accounts, with no per-user pricing. For more than 20 accounts we prepare a custom quote.

See plans and prices

Frequently asked questions

Not yet. Matching against the purchase order and goods receipt is in development. Today Arhivix keeps all three documents of one supplier in the same folder and reads their fields, so the check happens in one place, not across five inboxes.

When the number, supplier and amount match, Arhivix flags it as a possible duplicate, and you decide whether it is the same invoice. Arhivix deletes nothing on its own.

Not yet. Connections to ERPs and accounting software are in development, and custom connections are built under an Enterprise contract. Today your bookkeeper enters the invoices into the accounting software.

You upload your existing folders or connect your email inbox, and Arhivix indexes everything in the background. Standard plans need no migration project and no consultants. With an Enterprise contract, your existing archive is moved in with its folder logic, metadata and retention dates preserved.

Absolutely. You can cancel from your account settings with one click. Your data remains accessible until the end of your current billing period. After that, your account is paused and you have 30 days to export your data.

Can't find your answer? Write to us at support@arhivix.com

Send your first document. Arhivix organizes it.

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No commitment, no credit card.

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Dušana Matića 26, 11000 Belgrade

Monday to Friday, 09:00 to 17:00 CET

Invoice_Hansa_118.pdf Forwarded
  • Arrived by email 14:32
  • Read, details confirmed
  • Checked in the field and approved
  • Forwarded to your accountant and your software

Next: your first document

Footage: Pexels (Karola G, Kaboompics), Pexels License.