DocuWare for Accounting

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Your Accounts Team Shouldn't be Spending Half Their Day on Admin.

Every business has an accounts payable process. In most cases, it looks something like this: an invoice arrives by email or post, someone keys the data into the finance system, someone else checks it against a purchase order, an approver is chased by email, and eventually - if nothing gets lost or delayed - payment is authorised.

It's slow. It's error-prone. And it doesn't have to work that way.

DocuWare automates the entire accounts payable process - from the moment an invoice is received to the moment it's authorised for payment - without changing your finance software.

How DocuWare Transforms Accounts Payable

Automatic invoice capture

Invoices are captured automatically from email, scanning, or nominated import folders - from any source, in any format. No manual collection, no missed items.

Intelligent data extraction

DocuWare's Intelligent Indexing reads each invoice and extracts key fields automatically - supplier name, invoice number, amounts, due dates, cost codes, and line items. No manual keying required.

Three-way matching

Each invoice is automatically cross-referenced against the corresponding purchase order and delivery note. Matching invoices move forward through the approval workflow. Discrepancies are flagged and routed to a nominated reviewer without disrupting the wider queue.

Configurable approval workflows

Approval routing is built to mirror your existing process - by invoice value, supplier, cost code, or department. Single-level or multi-level approval chains, run in sequence or in parallel. Approvers are notified immediately and can approve or reject from any device, including the DocuWare mobile app.

Integration with your finance system

DocuWare works alongside Sage, Xero, QuickBooks, SAP and over 500 other softwares. It doesn't replace your finance software - it removes the manual work that sits between document receipt and the system update.

A complete audit trail

Every invoice, every approval decision, every timestamp - stored and searchable. Full visibility for finance teams, auditors, and compliance purposes.

The Objection We Hear Most Often

Finance-Side

buyers frequently tell us they're not sure DocuWare can handle their specific process.

It's a reasonable concern

and it's almost always unfounded. DocuWare is a bespoke platform, not an off-the-shelf product. It's configured to replicate - improve, even - your existing workflows, not force you into a new one. Every implementation is built around how your business actually operates.

If you have a process

DocuWare can automate it. The right conversation to have is not "can it do this?" but "how would we configure this for our team?"

What You Can Expect

Dramatically reduced time spent processing invoices
Elimination of manual data entry errors
Faster payment approval cycles - improving supplier relationships
Real-time visibility of where any invoice sits in the approval process
A defensible, searchable audit trail for finance and compliance purposes
No disruption to your existing accounting software

Works With Your Accounting Platform

DocuWare integrates directly with:

Sage
Xero
QuickBooks
SAP
Microsoft Dynamics
and 500+ other application

See It In Action

We've put together a short video walkthrough of how DocuWare handles the accounts payable process from end to end.

Watch The Invoice Automation Overview

Common Questions

Can DocuWare replace our accounting software?

No - and it's not designed to. DocuWare works alongside your existing finance platform, automating the document handling and approval processes that sit around it.

How does the three-way matching work?

DocuWare automatically cross-references invoice data against the corresponding purchase order and delivery note. Any discrepancy is flagged and routed to the appropriate person for review.

What happens to invoices that don't match?

They're routed to a nominated reviewer rather than held up or lost. The rest of the approval queue continues uninterrupted.

Does it work with both PO and non-PO invoices?

Yes, absolutely.

What's the minimum volume that justifies the investment?

There's no fixed threshold. The right question is how much time your team currently spends on invoice processing - and what that time costs your business.

Who We've Helped

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Medlock FRB

Keeley Travis implemented DocuWare to automate subcontractor invoice management and document workflows, eliminating manual processing across the business. 

Trusted By Businesses Across The UK

We work with businesses and organisations across the UK, with deep expertise in education and document-heavy industries.

"We have used Keeley Travis for over 20 years for stationery, printer leasing and more recently with the communications side, we have always received excellent customer service from Sharon, Laura, Becki and Shane. Everyone goes above and beyond to make sure we are happy… thank you."
Sarah Homer
LJM Homecare
"After using our printer more than usual Keeley Travis were quick of the mark to dispatch us a toner to ensure we didn’t get behind. All it took was a phone call to the office to explain the situation and the toner arrived promptly the next day. They are also always hot on getting engineers out to fix any issues we may be having with the printer. Wonderful customer service."
Philippa
MPS Customer
"Fantastic company, staff all very friendly and lovely to work with. provided us with a new system to better the company and we couldn’t recommend enough. Thank you to all the team."
Danielle
Access Door System Ltd
"We have used Keeley Travis for over 20 years for stationery, printer leasing and more recently with the communications side, we have always received excellent customer service from Sharon, Laura, Becki and Shane. Everyone goes above and beyond to make sure we are happy… thank you."
Hayley
MPS Customer
"Great company, always a pleasure to speak to these guys. Got phone contract sorted and phones within 2 days of initial call, and always on the end of the phone if I ever have an issue.."
Gaynor
Business Mobile System

Talk To Us About Your Accounts Process

Our DocuWare System Consultant works with finance teams across the UK. A first conversation costs you nothing - and usually makes it clear very quickly whether automation is the right move for your team.

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Free Guides & Resources

Practical advice to help you make smarter technology decisions.

Guide on What Can I Digitise?

Guide on What Can I Digitise?

How to eliminate manual data entry and speed up your AP process.

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DocuWare ROI Calculator

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