From receiving a document through approval all the way to posting. Everything gets approved before it has a chance to get lost.
Approve invoices, purchase requests, purchase orders or contracts and spend company money only on what is really needed. Eliminate unnecessary and inefficient company costs. Approval workflows can be multi-level, with delegation and automatic assignment according to the rules you set.
Leave the retyping of incoming invoices and cash receipts to AI. ReFIS automatically extracts all the important data from invoices, cash receipts and other documents – it frees you from errors in manual entry and saves dozens of hours.
Full support for eInvoicing and the PEPPOL network. Invoice validation before sending and guaranteed delivery to the counterparty, plus easy receipt of electronic invoices together with their attachments. Received documents continue on to approval and to the electronic archive – with no scanning and no retyping.
All documents in one place, in electronic form and available 24/7 from anywhere over the internet. Receiving documents through a central electronic mailroom into the online archive reduces the risk of losing a document and saves time searching for it – nothing gets lost in the archive. You can also grant access easily to auditors, for example.
Accountants can devote themselves to complex problems instead of lengthy manual posting. Based on the criteria you choose, ReFIS automatically assigns the correct account from the chart of accounts – for example by supplier, keywords or the size of the amount – and after approval imports the documents into your accounting program together with the account and cost center. The accountant's task is then only to check the process.
A smooth purchasing process without email chaos and unnecessary phone calls. Employees create purchase requests, and from the approved requests you easily create purchase orders – approval of purchase requests and purchase orders prevents unnecessary purchases. The system automatically matches an incoming invoice with the purchase order and sets the approval workflow according to your rules (if it does not exceed the approved amount, you can set it so that only the delivery is confirmed).
Creating budgets and tracking how they are being met directly during document approval. For advanced planning you can seamlessly continue with ReFIS Plan.
An invoice often has just 1–2 lines, yet a detailed breakdown for it exists in Excel – for example the costs of individual vehicles in a leasing arrangement. ReFIS imports the breakdown from XLSX and enters the invoice already split into detailed lines.
Employees submit their documents – for fuel, accommodation or other expenses – by photographing them in the ReFIS mobile app. Settlement runs without paper and without chasing receipts.
A contract archive with validity monitoring, online signing and electronic signatures on purchase orders (ReFIS Sign). Contracts in ReFIS are intelligent – they can, for example, issue invoices automatically (ReFIS Billing) or track cash flow based on contract data as well (ReFIS Finance).
A company item catalog managed by the purchasing department, from which employees create purchase requests directly – these go for approval and a purchase order is issued from the approved ones. You can use the catalog for invoicing (ReFIS Billing) or in warehouse management (ReFIS Warehouse) too.
You set the look of purchase orders, invoices and other documents visually – PDF templates can be edited without any programming.
Going on vacation? Set up a deputy and approval will not stop – in the meantime documents are approved by the colleague you authorized.
Email notifications at regular intervals remind you which documents are waiting for your approval. You choose when and about what you want to be informed.
Document approval, an overview of expenses and submitting documents by photographing them – directly from the ReFIS mobile app, wherever you happen to be.
Every action on a document is recorded – at any time you can trace who viewed, edited or approved a document and when. The complete history satisfies both audits and archiving from a tax perspective.
You configure access and data visibility down to the last detail – by role, department, cost center or project. A manager sees only the documents of their own department, the colleague responsible for the vehicle fleet only fleet documents, and a project manager only their own projects. The system mirrors your organizational structure exactly.
Login via SSO (SAML, Microsoft, Google), two-factor authentication and biometrics in the mobile app. Data held securely in an EU data center, with the option to run on your own infrastructure. We import users, including your organizational structure and hierarchy, automatically from MS Entra ID or LDAP, for example.
You manage groups of companies and holdings under a single login – several companies in one system and consolidated views of documents across the entire group.
You add custom fields and dimensions to documents according to your company's needs – a project, a vehicle, a job or anything else. You then filter, approve and report on documents according to them.
Documents are retained according to the retention rules you set and the statutory periods. Once these expire, the system can shred or anonymize the data in line with GDPR.
You export data from ReFIS regularly into BI tools or a data warehouse for controlling. ReFIS Manager follows on directly for management reporting.
ReFIS communicates in 9 languages: Slovak, Czech, English, German, Turkish, Romanian, Russian, Polish and Hungarian.
Further ReFIS modules build on document approval and digitization. They all share the same data, so you can grow without additional integrations.
Automatic calculation of the invoiced amount exactly according to the specifics of your company, bulk sending of invoices, payment tracking and reminders.
Managerial decision-making and the creation of reports for the company, projects or sales representatives.
Budgets for the whole company, a department, a team or a project, and tracking how they are met directly during document approval.
When and how much you will pay, how much you will receive and how much will be in your account – real-time cash-flow management.
Digital signing of documents – contracts, purchase orders and internal documents alike.
You know where, how much and what you have in stock. Costs are assigned to a project only when goods are issued from the warehouse, so project profitability is exact.
An access point to the PEPPOL network for sending and receiving electronic invoices.
Join the companies that are already saving time and money today.