Every supplier invoice lands in one place, is checked against the goods that arrived, and is paid from your own business bank account only after a manager says yes.
In a growing online shop, invoices arrive by chat, email and paper, nobody knows which are missing, and a bill sent twice can get paid twice.
Finance keeps every supplier invoice next to its order and the goods that actually arrived, and pays only after a person approves and the bank confirms who is being paid. Because it sits beside purchasing, stock and profit in Portantis, and runs every day inside a live store, it can tell you what a separate invoicing app cannot: whether the goods on a bill arrived, went into stock or came back defective.
Supplier invoices land in chat groups, inboxes and paper folders, often for several companies at once. Nobody can say which deliveries still have no invoice, and your accountant chases the same papers every month.
A bill sent twice, or one that does not match the delivery, can be paid twice or paid for goods that never came. Bank details typed by hand add their own risk.
One list holds every invoice you receive and send, for every company, and shows what is paid and what is still open. Invoices come in from uploads, scans, photos and supplier chat groups, and land with the right order. Deliveries still missing an invoice are listed, and suppliers get a reminder in their chat group.
Each supplier invoice is checked against what you ordered and what arrived, and copies of the same bill are caught. Checked invoices become numbered goods received notes for your accountant. Every day you can see which shipped orders are missing an invoice, and marketplace invoices go out on their own.
Nothing is paid until a manager says yes. You approve payments from your own business bank account, one by one or several together, and the bank confirms who you are paying first. If the name does not match, the payment stops. One view shows everything you owe next to what is in each bank account.
The Finance menu holds Invoices, Payments, Expenses, Companies, People and Documents.
AI reads your invoices, whether they are files, scans or photos, and fills in the details for you to confirm. Anything unclear waits for a person, next to the original.
Money only moves after a person approves it. The one exception is customer refunds, and only if you switch that on for a company.
Before a supplier bill is paid, Finance checks whether you already have it, as a resent file, a photo of the paper copy or a corrected version. If so, payment waits until a person decides.
A resent, re-photographed or corrected bill never turns into a second payment, and every decision about it stays on record.
Each company pays its suppliers from its own business bank account, right inside Portantis. The bank confirms who you are paying, and nothing moves until a person approves that exact payment.
Bank details come from the bill, and a wrong or changed account is caught before any money leaves.
Every supplier invoice is checked against what you ordered and what actually arrived, and a manager approves it. The same facts are in front of you again when you pay.
You pay for what was ordered and arrived, and every accepted difference has a reason your accountant can read later.
Invoices from uploads and supplier chat groups land in one list. E-invoice files, PDFs and photos are read for you, and anything unclear waits for a person next to the original.
Invoices stop living in chats, inboxes and folders, and nobody retypes supplier, number, date and totals.
Finance lists every delivery that still has no invoice and, once you switch it on, asks the supplier for it in their chat group, naming exactly what arrived.
Suppliers get a precise request listing what arrived, without anyone comparing deliveries with the invoice folder.
One summary shows everything still to pay, from supplier bills and expenses to customer refunds, by company and by who you owe, beside what each company's bank account holds right now.
Know before approving whether each company can cover its bills, without logging in to the bank or building a spreadsheet.
Not every bill closes with one payment. Pay in parts, use a supplier credit, record cash paid elsewhere or write off a small leftover, and each invoice always shows the right amount still due.
Supplier balances stay correct however a bill is settled, so the next payment starts from the real amount still due.
Finance keeps the records your accountant asks for: numbered goods received notes made from checked supplier invoices, a copy of every invoice your companies send, and credit notes linked to the invoices they cancel.
Your accountant gets numbered receipts and a full invoice archive without exports, and nothing in stock or payments changes by accident.
Pick a day and see every order shipped and every invoice sent that day, by country, with anything that does not match pointed out.
Each day's shipments and invoices are checked before month end, with every gap named.
Every running cost goes into one monthly list, by group and company, so your overhead and deductible VAT for the month add up on their own.
Overhead, investments and deductible VAT are ready each month for your profit view and your accountant, with no separate spreadsheet.
Pick the bills that are ready, look them over in one list and approve them together. Anything that needs a second look is approved on its own.
Pay part of a bill now and the rest later. The invoice always shows what is paid, on its way and still due, and you can never pay more than is left.
Before approving, see what each of your companies owes next to what is in its bank account, and how much it is short. Pay what fits and plan the rest.
Give a teammate cash and log what they spend it on, including cash buys for stock. They see what is left, get a warning before they run out, and receipts can follow later.
Record each amount you put into a company and each repayment to you. They never count as expenses or profit, and anything paid back beyond what you put in is flagged to check with your accountant.
Once a returned parcel is back in stock, the refund is prepared for you. For each company, choose whether a person approves every refund or refunds go out on their own.
Give your accountant numbered goods received notes, a copy of every invoice your companies sent, credit notes linked to their originals and the month's deductible VAT, all in one place.
Choose, for each group of expenses, who can see it and who can edit it. The team logs tools, supplies and services, while salaries stay with the admins.
| Task | By hand | With Finance |
|---|---|---|
| Chasing suppliers for missing invoices | Someone compares deliveries with the invoice folder, works out what is missing and messages each supplier by hand. | You see which deliveries have no invoice, and each supplier gets one clear request in their chat group. |
| Typing supplier invoices into a spreadsheet | Supplier, number, date, totals and bank details are copied by hand from every PDF, photo or e-invoice. | Invoices are read for you, and a person checks the details instead of typing them. |
| Checking bills against the delivery | Someone holds the invoice next to the order and the delivery note and ticks off every product, quantity and price. | Differences between the invoice and what arrived are pointed out, so the manager reads the gaps instead of recounting every line. |
| Typing bank transfers one by one | Each payee, account number, amount and reference is typed into the banking app and checked against the invoice. | Payments come ready from the invoice, the bank confirms who you are paying, and you approve several at once. |
| Matching shipped orders to issued invoices | Courier lists and invoice lists are compared in a spreadsheet whenever the accountant asks. | Pick a day and see which shipped orders are missing an invoice or do not match. |
| Sending payment proof to suppliers | The bank confirmation is downloaded and posted in each supplier's chat by hand after every payment. | Once you switch it on, proof of every completed payment goes to that supplier's chat group. |
Status checked
Finance is the PortantisAI module that gathers your supplier invoices in one place, checks each one against what you ordered and what arrived, and catches copies of the same bill. Nothing is paid until a manager says yes, and payments go from your own business bank account, so every bill is paid once.
Yes. Invoices from national e-invoicing, scanned PDFs and photos are all read for you, and you confirm the details. Bringing in your official e-invoice records from the tax authority is in beta: whether each invoice was accepted, and its VAT treatment, are not shown yet.
No. Every supplier invoice needs a manager's OK before it can be paid, any exception is saved with the person's name, and the bank confirms who you are paying first. The only payments that can go out on their own are refunds for returned orders, and only if you switch that on for a company.
No. A bill that is sent again, photographed again or corrected is recognised as the same bill and waits until someone decides. Before paying, you also see whether the goods on it arrived, went into stock or came back defective.
No. Finance collects, checks and pays your bills, and keeps the records your accountant asks for: goods received notes, your expenses with the month's deductible VAT, and a copy of every invoice your companies send. Audit-ready books for every company are coming.
Yes. Invoices, expenses and payments are kept separate for each company, and each company keeps its own details and bank account. Automatic invoicing between your own companies is coming.
The missing invoice chaser lists every delivery that still has no invoice, and the supplier gets a reminder in their chat group. When the invoice arrives there, it is filed with the right order.
No. Each company connects its own business bank account and picks the account it pays from. Money goes straight from that account to the supplier, and Portantis never holds it. Connecting an account sends no money by itself. Bills you pay from another bank or in cash can be marked as paid, so your balances stay correct.
If a new invoice shows a different company name or bank details from the ones you have on file, the payment waits until someone confirms them against the original. The bank also confirms who you are paying, and a name that does not match stops the payment.
Yes. You choose how much to pay each time, and payments can never add up to more than the bill. The invoice shows what is paid, credited and still due. A small leftover can be written off under your name without sending money.
Yes. Reading invoices with AI is a setting you control. When it is off, no document is sent to AI: e-invoice files are still read, and details from PDFs or photos are typed in by hand.
Yes. For each group of expenses you choose how it counts, for example as a monthly running cost, an investment or not counted at all, and your profit numbers follow that choice.
Finance is part of Portantis, now in closed beta. We set every founding store up by hand.
