Invoice Automation & Approval Workflow

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

MSME 43B(h) exposure

₹ 1.42 L

2 invoices past statutory limit

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	Email	Mobile	Department	Role(s)	Status
Karthik Raman	karthik@client.co.in	98400 12345	Purchase	Initiator	Active
Suresh Venkatesan	suresh.v@client.co.in	98410 22334	Purchase	Purchase Head	Active
R. Natarajan	md@client.co.in	98844 90011	Management	MD	Active
Priya Shankar	priya.s@client.co.in	90031 44556	Finance	Finance	Active
Divya Krishnan	divya.k@client.co.in	90940 55667	Finance	Finance, Viewer	Active
Arun Prasad	arun.p@client.co.in	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

Workflows

Workflow name	Applies to	Levels	Version	Status

Workflow builder

Workflow name *

Applies to entity

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	MSME class	Enterprise type	Agreement	43B(h) limit	Portal login	Status
V-0001	Sri Balaji Auto Components	33AABCS1234F1Z2	Small	Manufacturer	Written · 45d	45 days	Active	Active
V-0002	Chennai Freight Logistics	33AAACC7788K1ZP	Not MSME	Logistics	Written · 45d	N/A	Active	Active
V-0003	Meenakshi Packaging Pvt Ltd	33AAFCM4455Q1ZC	Small	Manufacturer	Written · 45d	45 days	Active	Active
V-0004	Annai Engineering Works	33AAKPA9911M1ZH	Micro	Service provider	None	15 days	Active	Active
V-0005	TN Industrial Supplies	33AABCT6677D1ZQ	Not MSME	Manufacturer	Written · 30d	N/A	Not enabled	Active
V-0006	GVK Tools & Hardware	33AAGFG2233B1ZN	Small	Trader	—	N/A — trader	Not enabled	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

TAX INVOICE
No: SB/2026/0355
Date: 28-Jun-2026

Bill to: Client Company Pvt Ltd, Guindy, Chennai — 600032
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

EXTRACTED DETAILS — REVIEW & CONFIRM

Customer / Entity *

Vendor * 98% match

Invoice number * 99%

Invoice date * 99%

Due date *

Auto: invoice date + 30 days (vendor terms)

PO reference 72% — verify

Taxable amount * 97%

CGST + SGST 97%

Invoice total * 99%

Remarks

⚠ 1 field has low extraction confidence — please verify against the document before saving.

Customer / entity

Vendor

Status

Due before

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
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

TDS amount

Net payable *

Payment date *

Payment mode *

Payment reference (UTR / cheque no.) *

Payment proof

Approval history

Completed Pending at this stage Clarification Rejected Not yet reached Approvers see invoices that passed through their level; Admin sees all requests

VENDOR PORTAL

Sri Balaji Auto Components

Vendor code V-0001 · GSTIN 33AABCS1234F1Z2
MSME — Small · Manufacturer 43B(h): 45-day statutory limit

Submitted this month: 4
Awaiting your action: 1

Submit invoice

Choose the buyer branch & delivery location — the invoice routes to that branch's approval workflow

Buyer entity *

Branch *

Delivery location / cost centre *

PO number *

Validated against open POs for the selected branch

Invoice number *

Invoice date *

Date of acceptance / delivery *

43B(h) clock starts here, not from invoice date

Your GSTIN on invoice *

Must match your Vendor Master GSTIN

Bill-to GSTIN printed on invoice *

Must match the selected branch's GSTIN

Taxable amount *

GST amount *

Invoice total *

Bill-to address printed on invoice *

Invoice document *

PDF / JPG · max 10 MB

Submitted (Jul)

4

In approval

2

Returned to you

1

action needed

Paid

1

My submitted invoices

Sri Balaji Auto Components · status visible to you in real time

Invoice no.	Branch	PO	Accepted	43B(h) due	Amount (₹)	Status	Currently with
SB/2026/0355	Ambattur Plant	PO-4498	28-Jun	12-Aug (41d left)	1,20,360	Pending — Purchase Head	Suresh Venkatesan
SB/2026/0341	Guindy HO	PO-4471	04-Jun	19-Jul (overdue 3d)	1,18,236	Pending — Finance	Priya Shankar
SB/2026/0330	Hosur Unit	PO-4460	18-May	02-Jul	86,700	Paid	UTR HDFCR5511902
SB/2026/0359	Ambattur Plant	PO-4502	30-Jun	14-Aug	54,900	Returned	PO value exceeded — revise & resubmit

Branch & Location Master

4 branches · 7 locations · drives vendor portal dropdowns and invoice routing

Code	Branch	Bill-to address	GSTIN	Locations / cost centres	Workflow	Status
AMB	Ambattur Plant Chennai	Plot 27, Ambattur Industrial Estate, Chennai — 600058, Tamil Nadu	33AAACL1234C1ZV	Stores · Production Line A · Maintenance	Default workflow	Active
GUI	Guindy Head Office Chennai	3rd Floor, Guindy Industrial Estate, Chennai — 600032, Tamil Nadu	33AAACL1234C1ZV	Admin · IT	Default workflow	Active
HSR	Hosur Unit Tamil Nadu	SIPCOT Phase II, Hosur — 635126, Tamil Nadu	33AAACL1234C1ZV	Assembly · Warehouse	High-value workflow	Active
BLR	Peenya Works Bengaluru	Peenya Industrial Area, Phase 1, Bengaluru — 560058, Karnataka	29AAACL1234C1ZR	Plant Stores	Default workflow	Active

Branch GSTIN differs by state (Karnataka branch has a 29-series GSTIN) — the vendor portal validates the bill-to GSTIN printed on the invoice against the selected branch.

MSE vendors

3

of 6 total vendors

Within statutory limit

₹ 2.41 L

4 invoices

Breaching in < 7 days

₹ 1.18 L

1 invoice — act now

43B(h) disallowance exposure

₹ 1.42 L

2 invoices past limit

MSME 43B(h) exposure register

Micro & Small suppliers only · traders excluded per Office Memorandum dated 02-Jul-2021

Vendor	Class	Agreement	Invoice	Accepted	Statutory limit	Due	Taxable (₹)	Status	Exposure (₹)
Sri Balaji Auto Components	Small · Mfr	Written · 45d	SB/2026/0341	04-Jun	45 days	19-Jul	1,00,200	Breached 3d	1,00,200
Annai Engineering Works	Micro · Service	None · 15d	AEW/26/191	18-Jun	15 days	03-Jul	42,000	Breached today	42,000
Meenakshi Packaging Pvt Ltd	Small · Mfr	Written · 45d	MP/1192	05-Jun	45 days	20-Jul (in 2d)	1,18,300	At risk	1,18,300
Sri Balaji Auto Components	Small · Mfr	Written · 45d	SB/2026/0355	28-Jun	45 days	12-Aug	1,02,000	Within limit	—
GVK Tools & Hardware	Small · Trader	—	GVK-2210	18-Jun	Not applicable	—	36,000	43B(h) N/A — trader	—

Exposure computed on taxable value (GST claimed as ITC is excluded). Interest on delayed payment accrues at 3× the RBI bank rate, compounded, and is itself not deductible.

How the statutory due date is derived

1
Vendor must be a Micro or Small enterprise and a manufacturer or service provider — traders are excluded from 43B(h).
2
Clock starts from the day of acceptance (goods delivered / services completed), captured on the vendor portal — not the invoice date.
3
Written agreement: earlier of the agreed due date or 45 days. No agreement: 15 days.
!
System caps the vendor's payment terms: a 60-day term on an MSE vendor is forced to 45 days with a warning to Finance.

Consequence of breach

₹
The unpaid amount is disallowed as a deduction in that financial year — allowed only in the year of actual payment.
%
Interest at 3× the RBI bank rate, compounded, from the day after the statutory deadline — and that interest is not tax deductible.
▤
Outstanding MSE dues beyond 45 days must be reported in the half-yearly Form MSME-1 to the MCA — exportable from this screen.

Escalation rule: MSE invoices approaching the statutory limit are auto-prioritised in every approver's inbox and escalate to Finance Head at 75% of the window.

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
MSME 43B(h) Exposure Report	Unpaid MSE invoices past the 15/45-day statutory limit with disallowance value
Form MSME-1 (half-yearly)	MCA return data for MSE dues outstanding beyond 45 days
Vendor Portal Submission Report	Invoices submitted by vendors, with validation pass/fail history
Audit Trail Report	Every action on a selected invoice

Screen / Module	View	Create	Edit	Approve	Delete
Invoice Upload
Invoice Repository
Vendor Master
Approval Inbox
Payment Release
Reports

Dashboard

Pipeline by stage

Invoices nearing due date

Recent activity

Users

Create user

Roles & mapped users

Permission matrix — role: Initiator

Workflows

Workflow builder

UML activity diagram

Vendor Master

New vendor

Approval inbox — Purchase Head

Approval trail — SB/2026/0355

Clarification thread — VMT-1180

Verification queue

Verification — CFL-8827

Payment release

Approval history

Submit invoice

My submitted invoices

Branch & Location Master

MSME 43B(h) exposure register

How the statutory due date is derived

Consequence of breach

Standard reports