INVOICE IMPORT module

The Invoice Import module is dedicated to companies that need a precise tool for settling costs related to fleet operations. It enables the automatic import of electronic invoices from a wide range of fuel suppliers, service providers, and leasing companies, significantly streamlining the processes of record-keeping and accounting. This solution supports organized and legally compliant fleet management by integrating operational data with the company’s financial infrastructure.

Structured Cost Settlement Based on Electronic Invoices

The module is equipped with mechanisms that allow the import and processing of cost invoices from all fuel corporations operating in Poland—including, among others: PKN Orlen, Shell, Lotos, BP, Statoil, ROUTEX—as well as from fleet fuel card operators such as DKV, UTA, AS24. Each document is analyzed for content and data structure and then automatically allocated. Costs are assigned to the appropriate vehicles, drivers, organizational units, cost centers (MPK), and cost groups according to the company’s reporting model. Importantly, changes in assignments do not require notifying fuel companies. The system also takes into account the specifics of the vehicle in terms of VAT deduction—for example, distinguishing invoices that allow deduction (e.g., fuel for trucks) from those that must be booked at gross amounts (e.g., passenger cars).

The module also allows importing invoices from other suppliers—authorized service centers, independent workshops, vehicle rental companies (e.g., ARVAL, BusinessLease), tire manufacturers, and operators such as InterCars, Renault, Toyota, Skoda, etc. The standardized approach to data import makes settlements a repeatable, transparent, and auditable process, while the PasCom program ensures full control over fleet operating expenses.

Correction Mechanisms and Compliance with Financial and Accounting Systems