Build an invoice processing flow in Moxo (step-by-step guide)

At a glance

Invoice processing automation helps finance teams eliminate repetitive work and reduce approval delays, ensuring invoices move from submission to payment efficiently.

Consistency and accuracy improve as every invoice follows the same predefined steps, minimizing human error and duplicate entries.

Visibility and accountability increase with real-time dashboards, helping teams monitor progress, identify bottlenecks, and meet compliance standards.

Scalable, efficient operations become achievable as automated invoice workflows adapt to business growth without increasing manual workload.

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The problem with manual invoice workflows

Accounts payable teams often face delays, missing documents, and endless follow-ups. Invoices arrive via email, approvals get lost in threads, and teams spend days reconciling data.

This inefficiency leads to missed payment deadlines, compliance issues, and strained vendor relationships. One global consulting firm managing over 500 invoices monthly described their pre-Moxo workflow as “a manual maze with no accountability.”

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Why it matters now

The urgency to automate invoice processing has never been greater. Regulatory scrutiny is tightening, requiring airtight audit trails and role-based access control. Vendors now expect digital visibility into their payment status.

As per an Ardent Partners study, 65% of suppliers expect invoice tracking transparency. Meanwhile, CFOs are seeking solutions that provide real-time cash flow insights and measurable ROI on automation initiatives. Staying manual today means falling behind competitors that have already streamlined their finance operations.

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What decision-makers should look for

When evaluating an invoice automation solution, finance leaders should focus on:

• Bank-grade security that includes SOC 2, SOC 3, and GDPR compliance, with encryption and full audit trails.
  
  
• Comprehensive workflow coverage from form submission to eSignatures and approvals.
  
  
• Smart branching, thresholds, and milestone controls for accountability.
  
  
• Seamless integrations with ERP, AP, and DMS platforms for accuracy and efficiency.
  
  
• A vendor-friendly experience via branded portals and no-login Magic Links.
  
  
• Proven ROI metrics showing faster approvals, reduced manual work, and improved vendor trust.
  
  

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Choose a template and create a new Flow

Teams can quickly design their process using Moxo’s workflow builder, which offers ready-to-use invoice processing templates. The no-code setup allows customization for approval levels, SLAs, and escalation paths.

In an anonymized Moxo client case study from the education sector, invoice approval times were reduced by 54% after adopting Moxo’s invoice template.

The CFO noted, “The template helped us go live in days, not months — the biggest win was how quickly the team adopted it.”

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Add actions (forms, file requests, approvals, eSign)

Secure forms for vendor intake

Vendors can submit invoice details through secure, mobile-friendly forms that reduce data entry errors.

File requests and document collection

Teams can request receipts or contracts directly through Moxo’s document collection workflow, keeping every file in one place.

Automated approval routing

Invoices automatically route to department heads or finance managers based on pre-set thresholds.

eSignatures for faster authorization

Moxo’s built-in eSign capability enables compliant, digital authorization for payments.

One G2 review summarized the experience: “Moxo replaced three different tools — email, DocuSign, and spreadsheets — with one seamless flow.”

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Add controls (branches, thresholds, milestones)

Branching logic for process control

PO-based invoices can follow one route while non-PO invoices take another.

Thresholds for financial governance

High-value invoices, for instance above $10,000, can auto-escalate to the CFO for review.

Milestones for SLA tracking

Each stage of the process includes measurable milestones to ensure accountability.

These controls ensure compliance and create a clear audit trail for every invoice.

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Automations and integrations with ERP/AP/DMS

Moxo complements existing finance systems by syncing invoice data with tools like NetSuite, SAP, and QuickBooks through native integrations. Document management integrations with SharePoint or Google Drive further streamline storage and retrieval.

A logistics firm using Moxo integrated with NetSuite saved over 20 hours per month on reconciliation tasks, cutting down manual data entry and duplication errors.

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Magic Links and notifications

Moxo’s Magic Links allow vendors to check invoice status without logging in. Approvers receive real-time notifications on mobile or desktop, while escalation alerts ensure deadlines are never missed.

This transparency builds vendor trust and reduces email inquiries by up to 95%, freeing AP teams to focus on high-value work.

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Track KPIs in management reporting

CFOs need visibility into process efficiency. Moxo’s reporting dashboards track cycle times, SLA compliance, and departmental bottlenecks.

One client shared, “We finally had data to show the board how much faster payments were moving — and where we still had gaps.” These insights help finance teams identify and resolve issues before they affect cash flow.

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How Moxo helps

Building an automated invoice flow in Moxo takes minutes—not months. The platform provides all the components needed to digitize every step from intake to approval.

Start by using the workflow builder to create an end-to-end flow with custom forms for invoice intake, document collection steps for uploads, and approval stages based on value or department.

Add controls such as thresholds, milestones, and SLAs to ensure invoices meet compliance requirements. Integrate with ERPs or payment systems to sync data automatically, and use magic links to invite external vendors for approvals without requiring logins.

Performance dashboards and audit trails provide real-time visibility and accountability—turning your manual workflow into a secure, trackable process that scales effortlessly.

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The smarter way to process invoices

Invoice processing is more than an operational task — it’s a strategic advantage. Manual systems increase risk, delay payments, and drain resources. Moxo enables finance teams to move from reactive invoice handling to proactive financial control through automation, compliance, and transparency.

With Moxo, organizations transform their AP departments into trusted business partners. Secure portals, AI-ready workflows, and automated tracking make invoice management effortless.

Book a demo today to see how Moxo can streamline your invoice processing flow and deliver measurable ROI in weeks.

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FAQs

How long does implementation take?

Most teams go live in under two weeks with Moxo’s ready-to-use invoice template. The no-code setup allows finance teams to manage configurations without IT support.

Does Moxo integrate with our ERP or AP software?

Yes, Moxo integrates with ERP and AP systems such as NetSuite, SAP, and QuickBooks. This ensures smooth data flow between systems and eliminates manual reconciliation.

Is Moxo secure enough for financial workflows?

Yes. Moxo is SOC 2 compliant, GDPR-ready, and includes encryption, audit trails, and role-based access. These features meet enterprise-level compliance standards.

What ROI can we expect?

Clients experience 40–60% faster approvals and 75% higher staff capacity. Vendors see faster response times and reduced communication delays, improving overall satisfaction.

How is Moxo priced?

Pricing depends on workflow volume and user needs. Explore Moxo’s pricing plans or request a customized quote during your demo.