# Functionality Below is everything You can do with Fitek to transform Your financial workflows - from capturing invoices to automating approvals, managing expenses, detecting fraud, and everything in between. Whether You're just starting or managing complex processes, You'll find the functionality You need here.


Unlimited users	Add as many users as You need within Your organization. No restrictions on team size Each user gets access to Your plan's features
User roles and permissions	Manage user access and permissions in Fitek. Assign different roles to different team members Keep sensitive data secure with role-based access control
Integration	Connect Fitek directly to Your accounting system. Sync documents automatically between systems No manual data re-entry needed
API access	Build custom integrations with Your other business systems. Connect any system that needs invoice data Automate data flows between platforms
Mobile app	Use the Fitek mobile app to approve invoices, purchase orders, and manage Your expenses, wherever You are. Approve invoices and purchase orders from Your phone Get notifications about new tasks
Multi-entity support	Manage multiple companies or divisions in one Fitek environment. Handle invoices for all Your entities in one place Keep data organized and separate
Audit trail Complete record of every action and change in Fitek.	See who changed what and when Meet Your compliance and audit requirements


Confirmation flow Design how invoices move through Your approval workflows
Multi-level confirmations Support multiple approval steps with conditions based on amount, suppliers etc
Flexible approval flows Configure approvals as sequential, parallel, or combined flows
Approval by amount Route invoices based on value thresholds
Delegated approvals Assign someone else to approve on Your behalf when You're away
Confirmation comments Leave notes and questions for other approvers
Approval audit log Complete approval history with users and timestamps
External approvals via API Your ERP or other system can approve invoices automatically


Automation	Set rules that code invoices automatically based on supplier, invoice data or other criteria
FitekAI automation AI suggests coding based on Your invoice history and keeps improving over time.
Cost allocation Split invoice costs across multiple departments or projects
VAT handling Manage VAT per invoice, with support for different VAT rates
Automatic invoice routing Route invoices automatically to the right approvers based on supplier, project or other invoice data
Supplier rules Define specific coding and handling rules per supplier
Custom data fields Add the extra fields Your business needs and let rules or AI help fill key accounting data


Expense management Let employees submit and manage expenses in a structured, invoice‑like process
Mobile receipt capture Employees can photograph and upload receipts using the mobile app
Expense approval workflow Set up configurable approval flows for expenses, aligned with Your invoice approval logic


IBAN verification Automatically compare the bank account on the invoice with the supplier’s saved accounts and flag mismatches
Supplier master data control Use supplier cards as a trusted source for bank accounts, helping reduce the risk of paying to wrong accounts
Visual risk indicators See clear visual warnings when invoice payment details differ from Your supplier settings


Pre-approved purchasing Create and approve purchase orders before buying, so every spend is controlled, documented and aligned with Your budget
Clear approval workflows Route purchase orders through configurable approval flows, so managers can review, approve or reject requests before any order is placed
Budget and spend control Track planned spending by PO instead of only by invoice, helping You prevent overspending and keep purchases within agreed limits
Linking POs to invoices Link incoming invoices directly to existing purchase orders in Fitek to track what was ordered, delivered, and billed
Role-based access and responsibilities Give different users clear roles (PO creator, approver, PO administrator, auditor), so everyone has the appropriate permissions for their actions
Mobile approvals on the go Approve or review purchase orders from the Fitek mobile app alongside Your invoices, so workflows don’t get stuck when people are away from their desks


Automatic accounting proposals Let AI propose accounting dimensions and cost objectives on Your invoices and expense reports, based on Your own historical data and bookkeeping patterns
Product code suggestions (with Product items module) If the Product items module is enabled, AI also suggests product codes for invoice rows using Your past postings, without overwriting values that were already filled by automation
AI and automation combined Once AI proposals are added, Your existing autotransactions and other automations take priority, keeping Your current workflows intact
Continuous learning from your corrections Every exported invoice (and when enabled, product codes) provides feedback to AI, which learns from Your manual corrections and becomes more accurate over time


Supplier register and supplier cards Keep all Your suppliers in one central register with a dedicated card per supplier. Store key details like name, business register number, VAT number, ERP supplier code and main bank account, so invoices can be matched to the correct supplier and exported to Your ERP
Multiple bank accounts per supplier Save all bank accounts for each supplier on their supplier card and see the main bank account directly in the suppliers list. This helps you verify that an invoice’s bank account matches your trusted accounts in Fitek
Automated supplier import & sync Import and keep Your supplier data up to date using Fitek APIs. You can upload supplier information (including identifiers like business register number, VAT number and ERP code) via Supplier Import APIs designed for continuous synchronization with Your ERP
Control and track new suppliers Use the “Manage Unregistered Suppliers” setting to highlight new, not‑yet‑saved suppliers in your invoice register and dashboard. Fitek marks them as NEW SUPPLIER until an administrator saves the supplier card with full details and an ERP code, ensuring that new payees are reviewed before invoices are exported
Automatic supplier matching for new invoices When a new invoice arrives in Fitek, the system automatically tries to match it to an existing supplier card using the information on the invoice – such as the business registration number, VAT number, bank account and supplier name. If a matching supplier is found, the invoice is automatically linked to the supplier


Central overview of all purchase invoices See all Your purchase invoices in one place with a convenient list view. Filter, sort and search by supplier, dates, amounts, status, company and many other criteria, so You can quickly find the invoices You need
Exportable reports with approval data Export the invoice register – including approval information – to XLSX for further analysis or sharing. This lets You build your own reports on pending approvals, processing times or approver workloads directly from Fitek data
Real-time status and workflow visibility Track each invoice through its lifecycle – from import and coding through confirmation flow to export.
Direct access to invoice details and history Open an invoice from the register to see the full image/XML, header data, accounting rows and history.


Central control of company-wide behaviour Manage Your core Fitek configuration in one place. Company settings define how invoices, suppliers, users and integrations behave across the whole environment, so You can keep processes consistent for all users and all companies
Supplier matching, imports and business register checks Control how supplier data is matched and kept clean: Define whether supplier import uses ERP code as the key Configure a keyword to skip bank account matching for specific technical/shared accounts Enable checks against the local business register via integration Turn on Manage Unregistered Suppliers to highlight and block export for new suppliers until their cards are reviewed and saved
Monetary limits, scales and rounding Define how amounts are stored and displayed so they align with Your accounting rules and ERP: Set the scale (decimal precision) for item price, quantities, and NET / VAT / total sums on rows and invoice headers Choose the rounding option that should be applied These settings ensure that invoice and export totals match Your financial systems exactly and avoid rounding differences Read more
Invoice processing rules and automation Decide how invoices are processed and validated before export. You can, for example: Allow or block processing of invoices with 0 monetary amounts Automatically assign invoices to a contact person on import Enable quick bulk actions like Confirm All and Quick Confirm Control if transaction rows must be verified on final confirmation and/or on the penultimate step Choose how combined row names are built (e.g. first row’s description, grouping criteria, VAT% included or not)
Invoice import, export and ERP integration behaviour Align Fitek with Your ERP and local e‑invoice standards: Control how supplier data in export XML is managed and whether invoice rows are included in the export. Decide which files are included with export (or none) Choose the invoice export mode and whether linked purchase order information is included Specify how the confirmation flow user identifier is passed to ERP Set a default currency for your company Enable validation so export XML complies with Estonian e‑invoice 1.2** both for supplier reg. number transformation on import and export XML validation
Integrations and external notifications Configure how Fitek talks to other systems: Allow Dimension APIs to create Custom Cost Objectives Notify external APIs about invoice and purchase order status changes Push ready‑for‑export invoices to an external URL Send imported sales invoices automatically Configure a mid‑layer endpoint when needed for your architecture
Transaction row and VAT controls Fine‑tune how transaction rows behave: Allow or forbid manual editing of VAT amounts on rows Show warnings when the sum of VAT on rows differs from the VAT on the invoice header Optionally skip transaction row verification when a matching Purchase Order exists (to speed up processing in PO‑driven flows)

Central control of company-wide behaviour
Manage Your core Fitek configuration in one place. Company settings define how invoices, suppliers, users and integrations behave across the whole environment, so You can keep processes consistent for all users and all companies

Supplier matching, imports and business register checks
Control how supplier data is matched and kept clean:

Define whether supplier import uses ERP code as the key
Configure a keyword to skip bank account matching for specific technical/shared accounts
Enable checks against the local business register via integration
Turn on Manage Unregistered Suppliers to highlight and block export for new suppliers until their cards are reviewed and saved

Monetary limits, scales and rounding
Define how amounts are stored and displayed so they align with Your accounting rules and ERP:

Set the scale (decimal precision) for item price, quantities, and NET / VAT / total sums on rows and invoice headers
Choose the rounding option that should be applied
These settings ensure that invoice and export totals match Your financial systems exactly and avoid rounding differences

Invoice processing rules and automation
Decide how invoices are processed and validated before export. You can, for example:

Allow or block processing of invoices with 0 monetary amounts
Automatically assign invoices to a contact person on import
Enable quick bulk actions like Confirm All and Quick Confirm
Control if transaction rows must be verified on final confirmation and/or on the penultimate step
Choose how combined row names are built (e.g. first row’s description, grouping criteria, VAT% included or not)

Invoice import, export and ERP integration behaviour
Align Fitek with Your ERP and local e‑invoice standards:

Control how supplier data in export XML is managed and whether invoice rows are included in the export.
Decide which files are included with export (or none)
Choose the invoice export mode and whether linked purchase order information is included
Specify how the confirmation flow user identifier is passed to ERP
Set a default currency for your company
**Enable validation so export XML complies with Estonian e‑invoice 1.2 both for supplier reg. number transformation on import and export XML validation

Integrations and external notifications
Configure how Fitek talks to other systems:

Allow Dimension APIs to create Custom Cost Objectives
Notify external APIs about invoice and purchase order status changes
Push ready‑for‑export invoices to an external URL
Send imported sales invoices automatically
Configure a mid‑layer endpoint when needed for your architecture

Transaction row and VAT controls
Fine‑tune how transaction rows behave:

Allow or forbid manual editing of VAT amounts on rows
Show warnings when the sum of VAT on rows differs from the VAT on the invoice header
Optionally skip transaction row verification when a matching Purchase Order exists (to speed up processing in PO‑driven flows)

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