DOCUMENT WORKFLOW
Acadsys: From a Photographed Invoice to a Posted Payment Order
An approval and digitalization platform configurable enough to match each client's internal process, with OCR doing the typing and the audit trail keeping score.
What we built
Acadsys is an online solution for approval workflow and document digitalization, aimed squarely at the least loved object in any business: the supplier invoice.
It is built as a configurable system rather than a fixed one. Every company approves invoices differently, by department, by supplier or by amount, and Acadsys expresses those differences as configuration instead of as a fork per client. We worked across frontend and backend on the approval workflows, document management, user and permission handling, and the admin configuration that makes the per-client fit possible.
From upload to posting
A document does not have to arrive electronically. Photograph it or scan it and the OCR pipeline detects it, finds the data that matters and fills the fields that used to be re-keyed by hand.
From there it keeps going without anyone retyping anything: data exports into a wide range of supported accounting systems, and payment orders come out in the format the client's bank expects. That single stretch of automation is what cut document processing time in half.
There is also a supplier gate. Vendors get their own access and send invoices in electronically, already formatted for approval.
Approval that branches
The approval process routes by supplier, by payment amount and by responsible department, so an invoice reaches the person who is actually allowed to approve it rather than a shared inbox.
The whole process is transparent and traceable, and the system archives collected data automatically. That combination is what kills the failure mode every finance team knows: the same invoice quietly paid twice.
- Branching approval rules by supplier, amount and department
- Full audit trail with automatic archiving
- Duplicate and unauthorised payment prevention
- Role-based permissions across the organisation
- 100% web application with a full mobile view, usable anywhere there is a browser
Who runs it
Acadsys is used by companies including BMW Slovakia, Avis and Payless, alongside small businesses processing a few dozen documents a month. Serving both ends of that range without a separate product for each is the reason the system is configurable in the first place.