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Video Guide: Winvoice in 15 Minutes

Welcome to our official video walkthrough of Winvoice! In this video (15:12 minutes), Joakim guides you through the entire system, showing how Winvoice saves hours each week and automates invoice processing from receipt to final payment.

▶Winvoice Video Guide15:12 min
00:00 – Introduction & Core Philosophy
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Chapter Overview & Walkthrough​

00:00 - Introduction & Core Philosophy​

  • Specialist Solution: Winvoice is purpose-built to manage the end-to-end chain: receiving, reading, coding, reviewing, approving, and exporting supplier invoices to your ERP system.
  • Bi-directional Integration: Automatically syncs master data from your accounting software (suppliers, accounts, cost centers, projects) and sends approved invoices back for payout and final booking.
  • Flexible Authentication: Supports both Single Sign-On (SSO) via Visma accounts and standard login using email and password.

01:20 - Administrator View & Multi-Company Handling​

  • Central Control Hub: Administrators are greeted by an overview dashboard that tracks invoice flow and ensures invoices are handled on time.
  • Unified Multi-Company View: Switch easily between a single subsidiary or all companies simultaneously in one consolidated inbox.
  • Status Categorization: Fast overview of invoices pending approval, arrival registration, or manual review.
  • Read more in our guide on Overview & Dashboard.

02:40 - Workflows & Touchless Auto-Approval​

  • How Rules Are Built: Workflows rely on conditional logic: Criteria (When should it happen?) and Actions (What should happen?).
  • Touchless Processing: Demonstrated using a recurring phone bill from Telenor for exactly 1,500 SEK. When the criteria match, an accounting template is applied, the invoice is approved, and it is forwarded straight to payment—completely untouched by human hands!
  • Logical Operators: Support for compound AND / OR expressions (e.g., Supplier = Telenor AND Amount < 5000 SEK).
  • Read more in the guide on Automated Workflows & Auto-Approval.

04:30 - Final Audit (Finance Team Spot Checks)​

  • Safety Net for Accounting: Finance teams can inspect invoices one final time before ledger export.
  • Common Trigger Criteria:
    • Invoices containing entertainment or non-standard VAT codes.
    • Invoices exceeding a specific threshold (e.g., over 50,000 SEK).
    • Invoices where an approver modified the default account distribution.
  • Read more in the guide on Control Flows.

05:20 - Registries, Tags & Rule Reusability​

  • Flexible Grouping with Tags: Label suppliers with tags (e.g., "Contract Suppliers", "Bank Partner").
  • Rule Inheritance: When workflow or coding rules are based on a tag, adding a new supplier never requires building new rules. Simply attach the tag to the new supplier in the registry, and all rules activate automatically!
  • Read more in the guide on Tags.

06:40 - Bi-directional Sync: Create Suppliers Directly in Winvoice​

  • On-the-fly Creation: When an urgent invoice arrives from an unknown vendor, authorized users can create the supplier directly inside Winvoice and push the details straight to the ERP.
  • Extended Object Support: The same bi-directional capability exists for adding new projects, general ledger accounts, and cost centers.
  • Read more under Registries & Settings.

08:00 - Role-Based Governance & User Groups​

  • Roles over Individuals: Define organizational roles (e.g., "HR Director"). When personnel changes occur, simply assign the new hire to the existing role. They instantly inherit all approval limits, pending queues, and workflows.
  • User Groups: Group team members (e.g., "AP Reskontra North") who jointly manage shared verification queues.
  • Read more under Users & Invitations.

09:30 - Mobile Apps & Transparent Pricing​

  • iOS & Android Native Apps: Review, inspect, and approve invoices on the go from your smartphone.
  • No Per-User License Fees: Winvoice does not charge per user or per company. Everyone who needs to approve invoices can have an account without incurring additional license costs.

10:20 - Invoice Detail View & Split Screen​

  • Side-by-side Work Environment: PDF invoice display on the right alongside interactive coding lines on the left.
  • Attachments: View existing attachments or drag and drop supplementary documents directly into the invoice.
  • Internal Log & Notes: Add notes directly onto the invoice to collaborate with reviewers across the workflow.
  • Read more in Invoice Processing & Coding.

11:30 - Tools Menu (Wrench): Future Routing & Direct Email​

  • Inspect Future Flow: Click the wrench icon at the bottom left to see the invoice's planned journey: Where did it originate, where is it now, and who will receive it next when I click Approve?
  • Send Email Directly from Invoice: Need to dispute a unit price with a vendor or ask a colleague a question? Send an email right from Winvoice—invoice details and attachments are automatically linked.
  • Void Invoice (Makulera): Cancel the invoice to clear erroneous or duplicate records from the ERP.

12:30 - Drag & Drop and Unknown Supplier Handling​

  • Drag and Drop Anywhere: Drop any PDF file onto the browser window to trigger immediate AI capture.
  • Unknown Vendor Resolution: If the vendor is unrecognized, a warning tag appears. Click it to link with an existing supplier record or generate a new supplier using the captured invoice data.

13:40 - Invoice Search: Full-Text OCR & Custom Filters​

  • Search Every Word & Number: OCR indexation allows searching across article numbers, street addresses, reference codes, and product names across your entire archive.
  • Customizable Filter Rows: Combine full-text search with structured criteria such as supplier, amount ranges, fiscal periods, and tags.
  • Read more in the guide on Invoice Search.