Question 1

How does tomHRM's cost invoice system support my business?

Accepted Answer

tomHRM is a complete toolkit that streamlines and automates your cost invoice workflow. Connected with the rest of the HR platform, it lets you manage invoices from B2B contractors alongside other company costs (subscriptions, tool fees, and more) in one place.

Time savings and process automation

The system removes manual document handling thanks to automatic approval paths — invoices reach the right people based on rules you define. Email notifications speed up the workflow, and the recurring-invoice checklist keeps an eye on due dates for regular commitments. That typically means up to a 70% cut in the time spent handling a single invoice.

Full financial control

Duplicate detection protects you from double payments, and payment-due reminders remove the risk of late fees. Flexible cost splitting across cost centres (MPK) and projects gives you a clear view of profitability across every part of the business. The system keeps a full change history for every document, so you're always audit-ready.

Better collaboration and transparency

A central contractor database, the ability to add comments and attachments, and clear statuses mean everyone on the team knows exactly where each invoice stands. Data export to XLS and ERP integration (e.g. Navision) make cross-department collaboration easier.

Scalability and flexibility

Whatever your company size or process complexity, the system adapts to your needs — from simple paths for small teams to multi-level approval flows for enterprises. It's an investment that grows with your business, digitising your finance processes and freeing up time for strategic work.

Question 2

What are the key features of an invoice processing system?

Accepted Answer

tomHRM's electronic cost invoice workflow module offers a complete solution for managing cost documents. Key features include: multi-level approval paths tailored to your company structure, automatic duplicate detection that protects against double payments, flexible cost splitting across cost centres (MPK) and projects, a built-in contractor database with tax ID verification. The system keeps a full change history for every document, sends automatic email notifications about invoices awaiting approval, and lets you add comments and attachments (scans). The recurring-invoice checklist is especially valuable, keeping regular payments on schedule. Data export to XLS and one-click ZIP download of all attachments round out the toolkit. It's a solution that digitises the entire invoice lifecycle — from registration, through approval, to archiving.

Question 3

Can approval paths branch based on invoice amount?

Accepted Answer

Yes. tomHRM lets you build smart approval paths that route invoices automatically based on their value. You can create an unlimited number of paths and set amount thresholds — for example, invoices up to $1,000 go straight to accounting, invoices between $1,000-$5,000 need department manager approval, and anything above that also requires management sign-off. The system automatically routes every invoice down the right path, speeding up low-value invoices while keeping proper oversight on larger expenses. That means better use of your team's time and full control over the budget.

Question 4

Can B2B contractors submit invoices through the system?

Accepted Answer

Yes, you can configure the system to allow this.

Question 5

Can approval paths be tailored to our company structure?

Accepted Answer

tomHRM offers fully configurable approval paths that adapt to your organisation's structure. You can create an unlimited number of paths with any number of steps and assign different approvers at each stage. The system intelligently routes invoices to the right people based on document value — low-value invoices can follow a simplified path, while larger amounts trigger extra approvals. You can also enable line-item-level approval by cost centre (MPK), giving managers full control over their department's costs. The result: faster document flow, no bottlenecks, and full compliance with your purchasing policy.

Question 6

Does the system support invoices in multiple currencies?

Accepted Answer

tomHRM's cost invoice workflow fully supports multi-currency invoices. You can register documents in any currency, which is essential for companies working with international contractors. That gives you full control over international costs and accurate settlements without manual conversions.

Question 7

Is the system integrated with KSeF (Poland's e-invoicing system)?

Accepted Answer

Integration is in progress (August 2025).

Question 8

How does the system prevent duplicate invoices?

Accepted Answer

tomHRM's cost invoice workflow automatically checks every incoming invoice, cross-referencing the invoice number with the contractor. Thanks to smart duplicate detection, you get an instant alert if someone tries to add a document that already exists, eliminating the risk of double payments and accounting errors. That saves your finance team time and guarantees accurate settlements.

Question 9

Can I split costs across departments, projects or cost centres?

Accepted Answer

tomHRM offers advanced cost allocation — you can split a single invoice across any number of departments, projects or cost centres (MPK). The system also supports assigning cost groups and types, giving you full budget visibility and making it easy to analyse profitability across different parts of the business. Cost splitting works at both the whole-invoice level and the individual line-item level.

Question 10

Does the system check contractors against the VAT whitelist?

Accepted Answer

Yes, the system lets you verify contractors against the VAT payer whitelist directly from the invoice list, improving transaction security and tax compliance.

Question 11

Can I export data from the system?

Accepted Answer

tomHRM offers versatile export options that make it easy to work with other systems and archive documents. You can export a full invoice register to XLS, making analysis and reporting in Excel simple. The system also offers a dedicated export format for Microsoft Dynamics NAV (Navision), removing the need to re-enter data manually into your ERP. You can also download every attachment (invoice scans) in a single click, packaged as a ZIP file — perfect for archiving, audits, or handing documents over to an external accountant. You can save multiple search templates too, so you can generate recurring reports instantly.

Question 12

How does the system help manage recurring invoices?

Accepted Answer

The system automatically tracks which invoices from ongoing contracts (rent, subscriptions, leasing) have already been registered for the current period, and which are still missing. You get a clear overview of every recurring commitment's status, removing the risk of a missed invoice, late fees, or a service interruption. It's proactive payment management that saves your finance team time and protects your company's reputation as a reliable payer.

Question 13

Can tomHRM handle a complex invoice approval process?

Accepted Answer

tomHRM was built for even the most complex organisational structures and approval processes. You can create an unlimited number of approval paths, each with any number of steps and different approvers at each stage. You can set up automatic branching based on invoice value — different paths for different amount thresholds. The system also supports line-item-level approval by cost centre (MPK), so different managers can approve their share of costs within a single invoice. Each path can have its own set of statuses matching your team's terminology. The system also sends automatic email notifications about invoices awaiting approval, speeding up your company's workflow. Whether your structure is linear, matrix, or project-based, tomHRM adapts to your process — not the other way around.

Question 14

Can I attach multiple files to one invoice?

Accepted Answer

Yes, you can attach several files to a single invoice — for example a receipt or shipping documents.

Question 15

Can I define custom approval statuses?

Accepted Answer

Yes, the system lets you define custom status names and rules so the process matches exactly how your company manages invoices.

Question 16

Can I set reminders for payment due dates?

Accepted Answer

Yes, tomHRM offers smart automatic reminders for upcoming payments. In the Cost Invoices module settings, you can turn on notifications and choose how many days in advance the system should send reminders. It's a proactive way to remove the risk of missed deadlines and ensure your obligations are paid on time. How does the system help you stay on top of payment deadlines? Automatic email alerts give your finance team advance notice, leaving time to prepare payments and protect cash flow. The system tracks every deadline for you — no more manually scanning calendars or spreadsheets for upcoming payments. That means saved time, no late fees, and a reputation as a reliable business partner.

Question 17

How do I manage contractors in the system?

Accepted Answer

The Contractors module in tomHRM is a central database of all your suppliers and business partners. You can instantly search contractors by name or tax ID, add new suppliers, edit details, and rely on automatic duplicate checks. The database is integrated with the invoice workflow, speeding up document entry — just pick a contractor from the list and their details are filled in automatically. That means fewer errors, faster invoice registration, and better-organised supplier data.

Question 18

What is OCR?

Accepted Answer

OCR (optical character recognition) is technology that automatically reads and extracts text from scanned documents. With OCR, the system can automatically identify key invoice details — amounts, dates, tax IDs, contractor information — removing the need for employees to enter that data manually.

Question 19

Is there an AI feature for reading invoice data?

Accepted Answer

In development (2025).

Invoice approval workflow

Trusted by 650 companies and 100 000 employees

Why invest in an electronic invoice workflow

Benefits for your whole organisation

For the finance director

For accounting

For department managers

For B2B contractors

Cost invoice workflow – how it works

Adding cost invoices

Configurable approval paths

Approving cost invoices

Managing invoices

Reporting

Everything your finance team needs

Flexible approval paths

Multi-currency support

Duplicate detection

Cost splitting

Contractor management

VAT whitelist verification

Data export

Recurring invoice control

Automatic data capture

See invoice workflow in action

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