Open Source Accounting with Invoice Approval | Nuxbe [ Skip to content ](#main-content) [ Nuxbe ](https://nuxbe.com/en) [ Home ](https://nuxbe.com/en) [ Flexible ](https://nuxbe.com/en/features/flexible) [ Open Source ](https://nuxbe.com/en/features/open-source) [ Industries ](https://nuxbe.com/en/industries) [ Modules ](https://nuxbe.com/en/modules) [ Premium ](https://nuxbe.com/en/premium) [ FAQ ](https://nuxbe.com/en/faq) [ Partners ](https://nuxbe.com/en/partners) [ Contact ](https://nuxbe.com/en/contact) EN DE [ Home ](https://nuxbe.com/en) [ Flexible ](https://nuxbe.com/en/features/flexible) [ Open Source ](https://nuxbe.com/en/features/open-source) [ Industries ](https://nuxbe.com/en/industries) [ Modules ](https://nuxbe.com/en/modules) [ Premium ](https://nuxbe.com/en/premium) [ FAQ ](https://nuxbe.com/en/faq) [ Partners ](https://nuxbe.com/en/partners) [ Contact ](https://nuxbe.com/en/contact) Nuxbe module Accounting ============ Purchase invoices, invoice approval, payment runs, payment matching and dunning in one system [ Contact ](https://nuxbe.com/en/contact) Is Nuxbe open source accounting software? ----------------------------------------- Nuxbe covers the part of accounting that happens inside the company: capturing and approving purchase invoices, writing sales invoices, matching payments, watching open items and sending reminders. It is open source under the MIT licence and can run on your own servers. It is not a complete general ledger with journal, balance sheet and profit and loss statement. Your tax advisor still prepares the year end. Nuxbe hands over the bookings together with their documents through the DATEV export, so nobody has to retype invoices or chase receipts. To connect other systems, Nuxbe has a REST API with API token authentication. It reads, creates and updates purchase invoices, orders and invoices, bank transactions, payment assignments and payment runs. FeaturesWhat the module does in detail ------------------------------ ### Purchase invoice register All purchase invoices sit in one list with supplier, invoice number, date and amount that can be filtered and sorted. - Upload invoices as PDF, image or XML - Take over invoices automatically from an email folder - Lines with their own ledger account and VAT rate - Create a purchase document from the purchase invoice - Widget for purchase invoices not processed yet - The AI Integration package reads invoice data from PDFs and scans, and a person confirms before anything is booked ### Invoice approval Every purchase invoice gets a person who approves it. That keeps it traceable who checked an invoice before it is paid. - Approver per invoice, prefilled from the supplier - Notification to the approver - Widget with every invoice waiting for your approval - Only the approver can confirm the invoice - The activity log shows who approved and when ### Payment runs - Payment runs for transfers and direct debits, with a preview before execution - State per payment run: open, pending, successful, not successful or discarded - SEPA mandates for direct debits, with a printable mandate - SEPA XML files for online banking through the SEPA Export package ### Payment matching - Bank transactions matched to open invoices automatically, unambiguous matches accepted without asking if you want - One payment split across several invoices - Payments without a document such as salaries, fees or taxes booked straight to a ledger account - Transfers between two ledger accounts, for example for depreciation - Loans with a repayment schedule whose installments are linked to bank transactions - Bank transactions fetched through the finAPI connection ### Dunning - Reminder levels with their own text and email template per level - Reminder run for overdue invoices - Reminders sent automatically if the setting is on - Balance statement as a print view for the customer ### Ledger accounts and DATEV - Ledger accounts of the types asset, liability, expense and revenue - Expense ledger account stored on the supplier - VAT rates per line, for purchase and sales invoices - DATEV export as a booking batch with a link to the document through the DATEV Export package In practiceA purchase invoice from mailbox to payment ------------------------------------------ A supplier emails an invoice. The email arrives in a folder that Nuxbe creates purchase invoices from, and the PDF is in the purchase invoice register from then on. Lines, ledger account and VAT rate are completed, and the approver is already set from the supplier. The purchase invoice becomes a purchase document. The approver is notified, checks the invoice and confirms it. Until then the invoice waits in the approver's widget for open approvals. Due invoices go into the next payment run. After the preview the run is executed, with the SEPA Export package as an XML file for online banking. As soon as the debit shows up in the bank account, payment matching assigns it to the invoice. At the end of the month the DATEV export goes to the tax advisor, with a ledger account per line and a link to the document. The tax advisor keeps booking in the general ledger without asking for receipts. Where the module stops ---------------------- Nuxbe does not produce a balance sheet, a profit and loss statement, a VAT return or a trial balance. Those come from your tax advisor's general ledger, fed by the DATEV export. Invoice approval has a single step. An invoice has exactly one approver; staged approvals by amount or cost centre do not exist. Frequently asked questions -------------------------- Is Nuxbe a complete general ledger? No. Nuxbe covers purchase and sales invoices, payments, open items and dunning. The balance sheet and profit and loss statement are prepared by your tax advisor, who receives the data through the DATEV export. What is the purchase invoice register in Nuxbe? The list of all purchase invoices with supplier, invoice number, date and amount. Invoices arrive by upload or automatically from an email folder. How does invoice approval work? Every purchase invoice has an approver, prefilled from the supplier. The approver is notified, sees open approvals in a dedicated widget and confirms the invoice. Only the approver can set that confirmation. Does Nuxbe match incoming payments with open invoices automatically? Yes. A scheduled run, nightly by default, looks for the matching invoice for every open bank transaction: by the customer's IBAN, by invoice and customer numbers in the payment reference, and by the open amount. Matches are assigned as suggestions. With the setting switched on, Nuxbe accepts a match without asking when the invoice number appears in the reference, the amount equals the open amount exactly and the payment was booked after the invoice date. Is the accounting really open source? Yes. The core of Nuxbe is MIT licensed and can run on your own servers. Connections such as DATEV Export, SEPA Export and finAPI are premium packages. Which invoicing software with an API suits a midsize company? One whose interface reaches the whole process, not just an export. In Nuxbe the REST API covers sales invoices, purchase invoices, bank transactions, payment assignments and payment runs, authenticated with API tokens. Because the core is open source, every endpoint can be read in the source code. The general ledger at your tax advisor receives its data through the DATEV export. Does Nuxbe make invoice approval and payment tracking easier? Yes. Every purchase invoice has an approver, and open approvals sit in their widget. Due invoices go into a payment run whose status shows whether it is open, pending, successful or failed. As soon as the payment appears on the bank account, payment matching assigns it to the invoice. How do bank transactions get into Nuxbe? Through the finAPI connection, which fetches transactions directly from the bank, or through the REST API from another system. Without transactions in the system there is nothing to match. 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