OmniFlow is a Process Management and workflow automation platform, that helps turn complex, manual processes into streamlined, rule-driven digital flows with full visibility and compliance and integration capabilities with entity's ERP.
Omniflow's invoice processing journey is as follows:
Login:
The User logs into OmniFlow software with his secure credentials. The access is Role-based. This ensures only authorized staff can view or act on invoices.
Invoice capture:
Invoices enter the system via email, scan of physical documents, user upload or direct ERP integration between vendor’s system and entity’s ERP.
OCR automatically extracts key details from the invoice like vendor name, invoice number, date, line items, amounts
Data validation :
The omni flow’s internal system performs checks and validates invoice for duplicates, missing fields, vendor authenticity, and tax/GST accuracy.
Invalid invoices are flagged for manual review.
Workflow Routing
Valid invoices are automatically routed to the right department or approver. Routing rules can be based on amount, vendor type, or cost center.
Approval Process
Approvers receive notifications in their omniflow dashboard. (They also have separate login)
They can approve, reject, or request clarification directly in the system. If an approver doesn’t act within a set time, the system automatically forwards the invoice to a higher authority or alternate approver to avoid delays.
Exception Handling
If discrepancies exist (e.g., mismatch with purchase order), the invoice is diverted to an exception queue.
The exception queue is a work flow stage/holding area inside Omniflow, where invoices with errors or mismatches (like wrong amounts or missing purchase orders) are automatically diverted for manual review and correction.
Staff resolve issues by correcting data or contacting vendors.
Payment Authorization:
Once approved, invoices move to the finance team for payment scheduling. At this stage, omniflow routes/handsover the approved invoice to the finance/ERP system. From this stage, ERP takes care of execution (payment run) and posting.
Execution & Posting
Based on cash flow status, terms and payment priorities, AP team releases payment through bank transfer, cheque/DD, or digital wallet.
Invoice details are now posted into the company’s books ( respective ledger accounts).
Audit.
OmniFlow maintains a full audit trail: who logged in, who approved, modifications made and their timestamps.
Closure and Archiving
Once the payment is complete, the system marks the invoice as “completed.” No further actions or approvals are required and the workflow ends for that document.
The invoice is then archived securely for future reference, audits, or vendor queries.