Purchases and Expenses System

From purchase request to invoice and settlement. Intense streamlines the entire procurement process, automates approvals, and enables cost control before expenses are even incurred.

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Costs and purchases system screens
Main functions

Key System Features

How It Works

From Purchase Requisition to Final Settlement

  1. Submit a Purchase Request

    An employee creates a purchase requisition and assigns the expense to the appropriate project, budget, or cost center.

  2. The System Initiates the Approval Workflow

    The document is automatically routed to the appropriate people according to the predefined approval workflow.

  3. A Purchase Order Is Created

    Data from the approved purchase requisition can be automatically used to generate a purchase order.

  4. Track Order Fulfillment

    The system enables you to track what has actually been delivered and in what quantities.

  5. Verify the Invoice

    Invoice data is matched against previously created documents. Any discrepancies can be automatically flagged before approval and payment.

  6. Settle the Expense

    Once verification and approval are complete, the expense is ready for settlement, and the data can be transferred to the ERP system.

Benefits

What You Gain

  • Full control over expenses and financial commitments
  • Shorter procurement cycles
  • Less manual data entry
  • Faster and more transparent approval processes
  • Real-time budget monitoring
  • Complete history of documents and decisions
  • Seamless data flow between Intense and the ERP system
Tailor Intense to Your Organization

A Procurement Process Tailored to Your Business

Not every organization handles purchasing in the same way. Thanks to its low-code architecture, Intense can support both simple purchase requisition and invoice workflows and complex, multi-stage procurement processes. These can include supplier selection, budget limits, multi-level approvals, partial deliveries, and additional control measures.

Extensions

Extend the System’s Functionality to Support Your Everyday Tasks

Intense workflows can be integrated with services and tools that automate communication, document signing, sending, and processing — without switching between systems.

  • KSeF

    Full integration with Poland’s National e-Invoicing System (KSeF).

  • e-Delivery Services

    Automatic sending and receiving of documents in compliance with public administration requirements.

  • Electronic Signature

    Sign contracts and documents without printing or manually circulating paperwork.

  • DigiSign – Sign on a Tablet or Smartphone

    Approve documents with a handwritten signature directly in the system.

  • e-Sender

    Integration of outgoing correspondence with the Polish Post (Poczta Polska) system.

  • SMS and Email Notifications

    Automatic reminders for tasks, approvals, and deadlines.

  • Document and Print Templates

    Automatic generation of documents based on data from the workflow.

  • Barcode and QR Code Labeling

    Automatic generation of document barcodes and QR codes, enabling quick document retrieval and efficient archive management using code scanners.

Customer Testimonials

How It Works in Practice

Companies using Intense streamline document workflows, accelerate business processes, and eliminate manual tasks. See how it works in practice and discover the results our clients have achieved.

  • After eight years of using Intense Platform, we can confidently recommend this solution to all organizations…

    Afriso

  • From our perspective, one of the most important aspects is that the Platform is a living, evolving solution that can grow alongside us.

    CBiD

  • The software’s intuitive design and user-friendly interface are particularly worth highlighting.

    Orlen Technologie

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