Total invoices (Jul)
128
▲ 12% vs Jun
Pending approval
14
4 crossing SLA
Due within 7 days
₹ 8.42 L
3 invoices overdue
Paid this month
₹ 21.6 L
37 invoices
Pipeline by stage
Draft6
Pending — Purchase Head5
Pending — MD3
Pending — Finance6
Paid / Closed (Jul)37
Invoices nearing due date
| Vendor | Invoice | Amount | Due | Status |
|---|---|---|---|---|
| Sri Balaji Auto Components | SB/2026/0341 | 1,18,236 | Overdue 3d | Purchase Head |
| Chennai Freight Logistics | CFL-8827 | 64,900 | Overdue 1d | Finance |
| Meenakshi Packaging Pvt Ltd | MP/1192 | 2,41,780 | In 2 days | MD |
| TN Industrial Supplies | TNIS-2054 | 88,500 | In 5 days | Draft |
| Kaveri Office Systems | KOS/26/077 | 36,344 | In 12 days | Verified |
Recent activity
- Payment released — ₹1,52,760 to Annai Engineering WorksUTR AXISN02637744 · Priya (Finance) · Today, 11:42 AM
- MD approved invoice MP/1192 — Meenakshi PackagingMoved to Finance verification · Today, 10:05 AM
- Rejected: GVK Tools invoice GVK-2210"Rate differs from PO-4471, please recheck" · Suresh (Purchase Head) · Yesterday
- 3 invoices submitted for approval by due dateKarthik (Initiator) · Yesterday, 4:18 PM
Users
5 active · 1 inactive
| User | Mobile | Department | Role(s) | Status | ||
|---|---|---|---|---|---|---|
| Karthik Raman | [email protected] | 98400 12345 | Purchase | Initiator | Active | |
| Suresh Venkatesan | [email protected] | 98410 22334 | Purchase | Purchase Head | Active | |
| R. Natarajan | [email protected] | 98844 90011 | Management | MD | Active | |
| Priya Shankar | [email protected] | 90031 44556 | Finance | Finance | Active | |
| Divya Krishnan | [email protected] | 90940 55667 | Finance | Finance, Viewer | Active | |
| Arun Prasad | [email protected] | 97909 88221 | Purchase | Initiator | Inactive |
Roles & mapped users
| Role | Description | Mapped users | Status |
|---|---|---|---|
| Admin | Full configuration access | System Admin | Active |
| Initiator | Uploads & submits invoices | Karthik Raman, Arun Prasad | Active |
| Purchase Head | Level-1 approver | Suresh Venkatesan | Active |
| MD | Level-2 approver | R. Natarajan | Active |
| Finance | Verification & payment release | Priya Shankar, Divya Krishnan | Active |
Permission matrix — role: Initiator
| Screen / Module | View | Create | Edit | Approve | Delete |
|---|---|---|---|---|---|
| Invoice Upload | |||||
| Invoice Repository | |||||
| Vendor Master | |||||
| Approval Inbox | |||||
| Payment Release | |||||
| Reports |
Workflows
| Workflow name | Applies to | Levels | Version | Status |
|---|
Workflow builder
APPROVAL LEVELS (Initiator submit & Payment Release are fixed start / end steps)
At every level the approver can Approve, Reject (returns to Initiator; resubmission restarts at L1) or Seek Clarification (SLA paused; response returns to the same level). Conditional levels are skipped automatically when the amount condition is not met. Editing an active workflow saves a new version; in-flight invoices continue on their original version.
UML activity diagram
Vendor Master
6 vendors
| Code | Vendor name | GSTIN | Payment terms | Bank / IFSC | MSME | Status | |
|---|---|---|---|---|---|---|---|
| V-0001 | Sri Balaji Auto Components | 33AABCS1234F1Z2 | 30 days | HDFC · HDFC0001234 | Yes | Active | |
| V-0002 | Chennai Freight Logistics | 33AAACC7788K1ZP | 45 days | ICICI · ICIC0004567 | No | Active | |
| V-0003 | Meenakshi Packaging Pvt Ltd | 33AAFCM4455Q1ZC | 30 days | SBI · SBIN0011223 | Yes | Active | |
| V-0004 | Annai Engineering Works | 33AAKPA9911M1ZH | 60 days | Axis · UTIB0000456 | Yes | Active | |
| V-0005 | TN Industrial Supplies | 33AABCT6677D1ZQ | 30 days | HDFC · HDFC0007788 | No | Active | |
| V-0006 | GVK Tools & Hardware | 33AAGFG2233B1ZN | 15 days | KVB · KVBL0001100 | No | Inactive |
Auto-extraction
Manual entry
UPLOADED DOCUMENT · SB-2026-0355.pdf
EXTRACTED ✓
SRI BALAJI AUTO COMPONENTS
No. 14, Ambattur Industrial Estate, Chennai — 600058
GSTIN: 33AABCS1234F1Z2
No. 14, Ambattur Industrial Estate, Chennai — 600058
GSTIN: 33AABCS1234F1Z2
TAX INVOICE
No: SB/2026/0355
Date: 28-Jun-2026
No: SB/2026/0355
Date: 28-Jun-2026
Bill to: Client Company Pvt Ltd, Guindy, Chennai — 600032
PO Ref: PO-4498 · Terms: 30 days
PO Ref: PO-4498 · Terms: 30 days
| Description | Qty | Rate | Amount |
|---|---|---|---|
| Brake assembly unit — BA-220 | 40 | 1,850.00 | 74,000.00 |
| Clutch plate set — CP-115 | 25 | 1,120.00 | 28,000.00 |
Taxable value: 1,02,000.00
CGST 9%: 9,180.00 | SGST 9%: 9,180.00
Grand total: ₹ 1,20,360.00
CGST 9%: 9,180.00 | SGST 9%: 9,180.00
Grand total: ₹ 1,20,360.00
EXTRACTED DETAILS — REVIEW & CONFIRM
Auto: invoice date + 30 days (vendor terms)
⚠ 1 field has low extraction confidence — please verify against the document before saving.
| Vendor | Invoice no. | Inv. date | Due date | Aging | Amount (₹) | Status | Pending with | |
|---|---|---|---|---|---|---|---|---|
| Sri Balaji Auto Components | SB/2026/0341 | 04-Jun | 04-Jul | Overdue 3d | 1,18,236 | Draft | — | |
| TN Industrial Supplies | TNIS-2054 | 08-Jun | 08-Jul | In 5 days | 88,500 | Draft | — | |
| GVK Tools & Hardware | GVK-2210 | 18-Jun | 03-Jul | Due today | 42,480 | Rejected | Initiator (fix & resubmit) | |
| Chennai Freight Logistics | CFL-8827 | 18-May | 02-Jul | Overdue 1d | 64,900 | Pending — Finance | Priya Shankar | |
| Meenakshi Packaging Pvt Ltd | MP/1192 | 05-Jun | 05-Jul | In 2 days | 2,41,780 | Pending — MD | R. Natarajan | |
| Sri Balaji Auto Components | SB/2026/0355 | 28-Jun | 28-Jul | In 25 days | 1,20,360 | Pending — Purchase Head | Suresh Venkatesan | |
| Annai Engineering Works | AEW/26/188 | 22-Apr | 21-Jun | — | 1,52,760 | Paid | UTR AXISN02637744 | |
| Kaveri Office Systems | KOS/26/077 | 15-Jun | 15-Jul | In 12 days | 36,344 | Verified | Payment queue |
Due in > 7 days
Due within 7 days
Overdue / due today
Only Draft / Rejected invoices can be selected for submission
Approval inbox — Purchase Head
Act on invoices pending at your level
| Vendor | Invoice no. | Amount (₹) | Due date | Pending since | SLA | Action |
|---|---|---|---|---|---|---|
| Sri Balaji Auto Components PO-4498 · Brake & clutch parts |
SB/2026/0355 | 1,20,360 | 28-Jul | Today | Within SLA | |
| Vel Murugan Transport Co Freight — June trips |
VMT-1180 | 57,820 | 09-Jul | 3 days | SLA breached ⏱ auto-moves to R. Natarajan in 6h (48h rule) |
|
| Kaveri Office Systems Office AMC renewal · Parallel — any one also with Divya Krishnan · first action wins |
KOS/26/081 | 48,970 | 18-Jul | Today | Within SLA |
Approval trail — SB/2026/0355
- Uploaded via auto-extraction & submittedKarthik Raman (Initiator) · 03-Jul-2026, 09:32 AM
- Pending — Purchase Head approvalAssigned to Suresh Venkatesan · SLA: 2 days
- MD approvalNot yet reached
- Finance verification & paymentNot yet reached
Clarification thread — VMT-1180
Resolved example · SLA clock paused while awaiting response · workflow not restarted
- Suresh Venkatesan (Purchase Head) requested clarification"Trip sheet for 14-Jun trips is missing — please attach before I can approve." · 01-Jul-2026, 3:40 PM · SLA paused
- Karthik Raman (Initiator) responded"Attached trip sheet TS-1188 and toll receipts for all 6 trips." · 02-Jul-2026, 10:12 AM · 2 attachments
- Returned to Purchase Head queue — same levelSLA resumed · full Q&A retained in the invoice audit trail
Verification queue
Approved by MD — awaiting finance verification
| Vendor | Invoice no. | Amount (₹) | Due date | Approved by MD | |
|---|---|---|---|---|---|
| Chennai Freight Logistics | CFL-8827 | 64,900 | Overdue 1d | 01-Jul-2026 | |
| Kaveri Office Systems | KOS/26/077 | 36,344 | 15-Jul | 02-Jul-2026 |
Verification — CFL-8827
- ✓Arithmetic check passed: 55,000 + 9,900 (GST) = 64,900
- ✓No duplicate found (vendor + invoice no. + date)
- ✓Bank details from Vendor Master: ICICI · ICIC0004567 · A/c ••••3321 — beneficiary "Chennai Freight Logistics"
- !TDS 194C applicable — 2% on ₹55,000 = ₹1,100
Payment release
Approval history
Completed
Pending at this stage
Clarification
Rejected
Not yet reached
Approvers see invoices that passed through their level; Admin sees all requests
Avg. approval TAT
2.4 days
▼ 0.6d vs Jun
Rejection rate
6.2%
Top reason: rate mismatch with PO
Outstanding liability
₹ 6.7 L
Across 14 open invoices
Standard reports
| Report | Description | |
|---|---|---|
| Invoice Status Report | All invoices with current stage and pending-with | |
| Due Date / Aging Report | Upcoming and overdue invoices by aging bucket | |
| Approval TAT Report | Time taken at each level, by approver | |
| Payment Register | Released payments with UTR references | |
| Rejection Analysis | Rejection reasons by vendor and level | |
| Audit Trail Report | Every action on a selected invoice |