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Accounts payable · supplier invoices · multiple locations

The invoice comes in at the location. It leaves for your ERP already reviewed.

Each location uploads the photo or the PDF. An administrator sees the document next to the data, corrects what does not add up, and approves. Nothing is sent to the ERP without that review. The handoff is built with the ERP your company already uses.

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For chains that receive the invoice at the store, not only in an inbox.

Where the day gets lost

“The invoice arrives on paper at the location and someone types it into the ERP again.”

“Accounting does not see the original document when they approve.”

“A debit note sits loose, without the invoice it corrects.”

From the location to your ERP

01

The location uploads a JPG, PNG, or PDF. The status moves from uploading to queued to read.

02

Supplier, tax ID (NIT), number, date, items, quantities, VAT, withholdings, and total are extracted.

03

Before sending, the lines are compared with the subtotal. If they do not match, the location sees the difference.

04

An administrator sees every location, the document next to the data, and approves, rejects, or requests a debit note.

05

What is approved enters your company's ERP queue. Every change records who, when, and the previous value.

Thirty stores. One inbox.

Each location sees only its own invoices. The administrator filters by location, supplier, status, and age, and takes the next one in the queue. Accounting sees what is already approved and cannot change the reading.

Location
Supplier
Number
Status
Age
Chapinero
Insumos Andinos
FV-10482
Pending review
2 h
Usaquén
Lácteos del Norte
FV-2201
Queued for the ERP
1 d
Suba
Empaques del Valle
FV-1188
Debit note required
3 d

The note stays attached to its invoice

If a supporting document is missing, the invoice does not close on its own. The supplier signs in without a password, looks up their tax ID, confirms the number, and uploads the note. The administrator sees the invoice, the note, and the net together. They leave for the ERP as separate, cross-referenced documents.

Base document
Invoice FV-10482
$1.500.000 COP
Net: $1,350,000
Associated adjustment
Debit note ND-19
-$150.000 COP

It is implemented with your company's ERP

• During implementation, the output is connected to the ERP that accounting and operations already use.

• The queue retries and shows the error to the administrator. The invoice enters only after the review.

• The Excel export respects location, supplier, status, and date range. The history says who uploaded, who approved, and which field changed.

Your team keeps working in its ERP. Factugo does not replace it.

Frequently asked questions

Can a location approve?
No. It uploads and sees the status of its own. An administrator approves.
Can you approve without seeing the invoice?
No. The document sits next to the data.
What if the reading is wrong?
The field is corrected. The previous value, the new value, and who changed it are kept.
Does the supplier need a user account?
No. They enter with their tax ID (NIT), invoice number, and a code, and only see whether they owe a note.
Which ERP does it work with?
With your company's. The connection is made during implementation. Factugo does not issue the electronic invoice: it works the supplier invoices you already received.

Bring the invoices that are typed by hand today.

In the demo we look at one location, one invoice with line items, and one debit note, through to your ERP queue.

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