Are you tired of repetitive tasks that keep coming back endlessly? Think retyping invoices, manually entering data or updating systems when you actually have more important work to do. Good news: it can be done differently. Robotic Process Automation (RPA) is the way to outsource boring, time-consuming chores to digital assistants.

So what exactly is RPA?

RPA stands for Robotic Process Automation. Simply put: software robots that mimic human actions in computer systems. They open programmes, read data, fill in forms and copy info from A to B – all without you having to look at it. And the great thing is: these robots don’t get tired, don’t make mistakes and work 24/7.

More and more organisations are using RPA to design processes smarter. Whether you work in finance, HR or customer service: if you deal with repeatable, digital operations, you can automate. And that not only saves time, but also peace of mind, overview and more space for creative and strategic work.

TriFact365: smart invoice processing without the hassle

A stellar example of RPA in action? TriFact365. This cloud software takes much of the processing of incoming invoices out of your hands. Thanks to AI technology and machine learning algorithms, TriFact365 reads invoices at lightning speed, suggests a general ledger on which to post them and easily sends them on to your accounting system.

What you used to do manually in hours, TriFact365 now takes care of in seconds. Fewer mistakes, less stress, more control over your administration.

Work smarter, not harder

RPA is not future music, it is already here – and it works. Tools like TriFact365 prove that with smart automation, you win time, prevent errors and take processes to the next level. So why continue to toil on manual work when you can do it automatically?

The post Automate your work: RPA helps you move forward appeared first on TriFact365.

In a world where digital collaboration is increasingly important, approving documents – such as purchase invoices – is a crucial part of efficient administration. Yet we find that to approve documents is still unnecessarily slow or error-prone in many organisations. At TriFact365, we believe this can be improved. Even better: we make sure it gets better.

Why approving is important

Whether you work at an SME or a larger organisation, the approval process is essential for financial control. It prevents unwanted payments, provides insight into expenses and ensures a clear audit trail. But if this process relies on emails, signatures or even paper documents, risks arise: miscommunication, delays and lack of oversight.

TriFact365’s smart workflow

With TriFact365, you digitise and automate the entire approval process. As soon as an invoice is recognised and linked to the correct creditor, you can immediately start the approval workflow. Depending on your settings, the right colleague automatically receives a notification – via e-mail or within the platform – that a document is ready for approval.

What are the benefits?

• Time-saving: no more endless mail traffic. Approval can be done with one click.
• Full transparency: always see who approved what and when.
• Fewer errors: through preset workflows and automatic checks.
• Flexibility: Approve via desktop, tablet or smartphone – wherever you are.
• Seamless connection: Integration with your accounting package, such as Exact Online, AFAS or Twinfield.

Who approves what?

In TriFact365, you can easily determine who gets to approve which documents. You can create unlimited workflows with approvers per administration. This keeps you in control of the process and prevents unnecessary intermediate steps.

Everything recorded for the accountant

An approval in TriFact365 is not just a tick. We record exactly who approved or rejected a document, when and with what comment. This is not only useful for internal overview, but also valuable for your accountant or in the event of an audit by the tax authorities.

With TriFact365, approve documents becomes an efficient part of your digital administration. No more separate e-mails, no unclear Excel statements – just one clear process, entirely in the cloud.

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Creating sales invoices is an essential part of administration for every entrepreneur. Whether you run a sole trader or have a growing SME, a good invoice not only makes you look professional, but is also crucial for accurate accounting and smooth payment by your customer.

What is a sales invoice?

A sales invoice is a document you send to your customer after you have delivered a product or performed a service. In it you state, among other things:

• The name and details of your company
• Customer data
• An invoice number (unique and continuous)
• The date of the invoice
• A description of the service or product provided
• The amount, excluding and including VAT
• The payment term and your payment details

A clear and correct invoice avoids confusion and speeds up the payment process.

Invoicing in practice: error-prone and time-consuming?

Although creating invoices seems simple in theory, in practice we see that this process is often error-prone. Think wrong VAT rates, forgotten customer details or double invoice numbers. Especially if you work manually in Word or Excel, mistakes easily creep in – with all the consequences that entails.

This is why more and more entrepreneurs are opting for automated invoicing. By creating sales invoices within an online system, you work faster, make fewer mistakes and keep a better overview.

Creating sales invoices does not have to be a time-consuming task these days. With the right invoicing software, you can easily create, send and track professional invoices. Many programmes offer useful features such as automatic entry of customer details, generating invoice numbers and applying VAT rates.

Moreover, invoices are clearly stored, which makes keeping your records and preparing your tax return a lot easier. Whether you are a sole trader or running a growing business, invoicing software helps you work more efficiently and avoid mistakes.

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From 1 January 2026, e-invoicing will become mandatory in Belgium for almost all transactions between companies subject to VAT (B2B). A simple PDF invoice by e-mail will no longer suffice.

This means companies must use structured electronic invoices exchanged directly between both parties’ software via the Peppol network.

What does this mean?

If your company has an active Belgian VAT number, you fall under this obligation. This also applies if you mainly work with private customers; you should then be able to receive electronic invoices from your suppliers.

There are some exceptions, such as bankrupt VAT taxpayers and companies carrying out only exempt transactions under Article 44 of the VAT Code.

How do you prepare for this change?

To comply with the new regulations, you need software compatible with the Peppol network. This network ensures secure and structured exchange of invoice data between different applications.

There are several solutions on the market, ranging from comprehensive ERP systems to simple invoicing packages for smaller companies. It is advisable to contact your software supplier to discuss which solution best suits your situation.

Support and tax benefits

The Belgian government recognises that switching to electronic invoicing may require investment. Tax incentives have therefore been put in place:

• From 1 January 2025, the investment deduction for digital investments will be increased to 20%.
• Small SMEs and the self-employed can apply an increased cost deduction of 120% for billing packages in taxable periods 2024 to 2027.

TriFact365: your partner in electronic invoicing

At TriFact365, we understand the importance of a smooth transition to electronic invoicing. Our cloud-based software is designed to make your invoicing process fully compliant with the new regulations. This is why our ambition is to link to the Peppol network by 2025.

With TriFact365, you benefit from:

• Automatic processing: Our software recognises and processes invoices automatically, saving time and reducing the risk of errors.
• Ease of use: An intuitive interface makes it easy for your team to work with the system, without extensive training.
• Integration possibilities: TriFact365 can be integrated with various accounting packages and ERP systems, so that your financial processes are optimally aligned.

The mandatory introduction of E-invoicing in Belgium by 2026 is a significant step towards further digitalisation of business. By taking the right measures in time and working with reliable partners such as TriFact365, you will ensure that your company not only meets the new legal requirements, but also benefits from the efficiency and advantages that electronic invoicing brings.

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The world of accounting has changed dramatically in recent years with the rise of artificial intelligence (AI).

Whereas accountants used to spend countless hours on repetitive tasks. Tasks such as data entry, reconciliation and tax calculations. AI now provides powerful tools that simplify these processes and make them more efficient.

In this blog, we dive deeper into how AI Accounting is transforming the accounting landscape and what it means for businesses of all sizes.

The Power of AI in Accounting

AI makes it possible to process large amounts of financial data quickly and accurately, significantly reducing the likelihood of human error.

Software can automatically scan invoices, process payments and even forecast a company’s cash flow. This not only allows companies to save time and money, but also to make better financial decisions.

One of the key benefits of AI in accounting is the ability to analyse data and identify trends that might otherwise go unnoticed.

For example, AI tools can detect patterns in a company’s expenses or revenues, which can help optimise financial strategies. They can also provide real-time insights, which is important for companies that want to react quickly to changing market conditions.

TriFact365: An Innovative Solution for Accounting

One of the most advanced AI-based accounting platforms on the market is TriFact365. This software uses artificial intelligence and machine learning to help companies streamline their financial records.

TriFact365 provides an automated system that recognises and processes invoices so that they can be easily booked into the accounts. This saves time, minimises human error and increases efficiency.

What really sets TriFact365 apart is its integration with other business software and its ability to generate financial reports in real-time. This not only makes it easy to comply with tax obligations, but also provides in-depth insights into a company’s financial health.

Moreover, TriFact365’s cloud-based structure ensures that companies can always access their financial data, wherever they are.

In the future, AI accounting will continue to evolve and change the role of the accountant. From an administrative function to a more strategic and advisory role.

Tools such as TriFact365 make it possible for companies to make more data-driven decisions. While reducing the operational burden of traditional accounting.

The post AI Accounting: The Future of Financial Management appeared first on TriFact365.

Effective workflows help organisations optimise their financial processes. They save time, reduce errors and increase transparency within the company. In this blog, we show how an efficient workflow works and how smart software such as TriFact365 improves this process.

Why a structured workflow is essential

Invoice approval plays a crucial role in financial management. An inefficient workflow causes delays, errors and financial risks such as duplicate payments or fraudulent invoices. With a well-designed workflow, employees process invoices quickly and correctly, while the right people are involved at the right time.

Performing the basic steps of an invoice approval workflow

A streamlined invoice approval workflow usually consists of the following steps:

1. Receipt of invoice – Invoices arrive via e-mail, post or a digital invoice processing system.
2. Automatic processing – AI technology can automatically read invoice data and enter it into the system.
3. Checking and allocation – The invoice is checked for accuracy and allocated to the correct department or responsible party.
4. Approval by responsible parties – Managers or budget holders approve the invoice based on set criteria.
5. Accounting and payment – After approval, the invoice is processed in the accounting system and prepared for payment.
6. Archiving and reporting – The invoice is digitally archived and included in reports for transparency and audit purposes.

TriFact365 optimises invoice approval

TriFact365 simplifies and speeds up the invoice approval process. Its advanced AI technology automatically recognises and reads invoice data, minimising manual input. The system offers invoices directly for approval within a user-friendly interface.

In addition, TriFact365 gives users real-time insight into the status of invoices. As a result, they process invoices faster, make fewer errors and keep cash flow under better control.

Efficient workflows ensure smooth invoice approval and promote smooth financial management. With smart automation solutions such as TriFact365, companies optimise their processes, reduce costs and increase transparency.

Implementing digital workflows makes invoice processing faster and error-free, contributing to sound financial management.

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At a time when technology is evolving at lightning speed, digitising administrative processes is becoming increasingly important for companies. Digitisation offers not only convenience and time savings, but also more overview, fewer errors and improved cooperation between departments.

In this blog, we discuss why and how companies can digitise their administrative processes and highlight the platform TriFact365 as a powerful solution.

The benefits of administrative digitisation

Many organisations still rely on manual processes and paper-based document flows. This often leads to inefficiencies such as lost documents, data entry errors and time-consuming approval processes. Digitisation offers a solution to this by streamlining and automating administrative processes.

Some of the benefits of digitisation are:

• Efficiency: Automated workflows save time and reduce administrative burdens.
• Accuracy: Fewer human errors due to automatic data processing.
• Accessibility: Documents and data are available anytime, anywhere via cloud solutions.
• Cost savings: reduced paper consumption, less manual processing and faster handling of administrative tasks.
• Compliance and security: Digital processes improve compliance with laws and regulations and provide additional security options such as access management and audit trails.

How do you digitise administrative processes?

To successfully digitise administrative processes, it is important to take a structured approach. Here are some steps companies can take:

1. Inventory current processes: Identify which administrative tasks are inefficient or error-prone.
2. Choose the right software: There are several tools available that can automate administrative tasks, such as invoice processing, claims management and document management.
3. Implement automation: Automate repetitive tasks, such as approval workflows and digital archiving.
4. Train employees: Make sure employees become familiar with the new systems and processes.
5. Monitor and optimise: Regularly evaluate the performance of digital processes and improve where necessary.

TriFact365: efficiency in invoice processing

One of the most time-consuming administrative tasks is invoice processing. TriFact365 offers a smart solution for automatically recognising invoices and receipts. This cloud-based platform uses artificial intelligence (AI) to recognise invoices and fill in data automatically. This allows companies to speed up their accounting and minimise errors.

TriFact365 easily integrates with various accounting packages, allowing data to be seamlessly adopted. With features such as automatic approval flows and real-time visibility into financial records, TriFact365 helps companies work more efficiently and accurately.

Conclusion

Digitising administrative processes is no longer a luxury, but a necessity for companies that want to stay competitive. By investing in digital tools and automation, companies can save time and costs, while improving their administrative accuracy and efficiency.

TriFact365 is an excellent example of a solution that helps companies to become more efficient in invoice processing and accounting. By digitising smartly, organisations can focus on growth and innovation.

The post Digitising processes: Efficiency and Innovation in Administration appeared first on TriFact365.

Invoicing is an essential part of any business. A well-organised invoicing process not only ensures a stable cash flow, but also saves time and prevents mistakes. In this blog, we discuss how to invoice efficiently and which pitfalls to avoid.

1. Provide a clear invoice

A professional invoice contains all the necessary information to avoid confusion and delays. Make sure your invoice contains the following elements:

• Company details (name, address, Chamber of Commerce number, VAT number)
• Customer data
• Invoice number and date
• Description of the products or services provided
• Amount excluding and including VAT
• Payment term and payment details

2. Use billing software

Manually preparing invoices takes time and increases the risk of errors. With invoicing software such as Exact, Moneybird or e-Bookkeeping, you automate the process and always have an overview of outstanding invoices.

3. The role of TriFact365

TriFact365 is a smart solution for automating your invoicing process. Using AI technology, the software automatically recognises invoices, minimising your manual input. This saves time and reduces the risk of errors. In addition, TriFact365 easily integrates with various accounting programmes, giving you a smooth and streamlined invoicing process.

4. Set clear payment terms

Avoid misunderstandings by using clear payment terms. Indicate the payment term clearly (e.g. 14 or 30 days) and mention any consequences for late payment, such as reminder costs or interest.

5. Send invoices directly and track them

The faster you invoice, the faster you get paid. Send the invoice immediately after delivering a service or product. Use reminders and automatic follow-ups to minimise overdue payments.

6. Make use of digital payments

Make it easy for your customers by offering multiple payment options, such as iDEAL, PayPal or direct debit. This shortens payment times and increases the likelihood of timely payments.

7. Keep your records in order

Structured records help you monitor your finances and make VAT returns easier. Keep all invoices digitally and categorise them properly, so you can always find information quickly.

Efficient invoicing is crucial for sound financial management. By creating clear invoices, using invoicing software and following up tightly, you improve your cash flow and save time. What method do you use to optimise your invoicing process?

The post Efficient invoicing: Tips for a smooth process appeared first on TriFact365.

It can sometimes be confusing: when is an invoice exempt from VAT, do you have to put VAT on an invoice and when not? And what exactly does it mean when VAT is transferred? In this blog, we explain what you need to know about invoices with and without VAT, VAT exemption, and VAT-referred invoices.

What is a VAT invoice?

A VAT invoice is an invoice on which VAT is clearly stated. In the Netherlands, it is compulsory to charge VAT on most goods and services. The VAT rates that may apply are 0%, 9%, or 21%. A VAT invoice must meet certain requirements, such as:

• The supplier’s VAT number.
• The customer’s VAT number (for intra-community supplies).
• The amount excluding VAT, the VAT amount and the total including VAT.
• VAT rates applied.

When is an invoice exempt from VAT?

Some businesses and services are exempt from VAT. This means that no VAT is charged. Examples of exempt sectors are:

• Education
• Healthcare
• Childcare
• Financial services

If you send an invoice that is exempt from VAT, you need to explicitly state this, for example by putting on the invoice, “Exempt from VAT under section 11 of the Turnover Tax Act 1968.”

What is an invoice without VAT?

An invoice without VAT is used in situations where no VAT needs to be charged. This could be the case, for example, if you:

• Are an entrepreneur who uses the Small Business Administration (KOR) scheme.
• Doing business with customers outside the European Union.
• Provides goods or services covered by an exemption.

Again, it is important to clearly state why no VAT has been charged.

What does reverse charge VAT mean?

With a VAT-referred invoice, VAT is not charged by the supplier, but the customer is responsible for the VAT return. This often occurs with:

• Deliveries within the European Union between entrepreneurs.
• Specific sectors such as construction or IT.

A VAT-referred invoice must clearly state “VAT-referred.” In addition, you state the amount excluding VAT, but do not charge VAT on the total amount.

Processing invoices with TriFact365

Processing invoices can be a time-consuming task, especially when you have to take into account different VAT rules. TriFact365 offers an efficient solution for processing and checking invoices digitally.

Through automatic recognition of invoice data and a link to accounting software, TriFact365 ensures you spend less time on manual entry.

This helps not only to avoid errors, but also to process invoices faster and clearly. Whether you work with standard invoices, VAT-deferred invoices or exempt invoices.

Preparing the right invoice with or without VAT depends on your situation and the rules that apply. Make sure you are always clear in your communication and that your invoices meet the legal requirements. If in doubt, you can always contact an accountant or the Tax Office.

The post Exempt or not exempt from VAT? About invoices without and with VAT appeared first on TriFact365.

Pre-accounting refers to all administrative tasks that precede accounting. This includes collecting, organising and processing financial data such as receipts, invoices and bank transactions.

The aim of pre-accounting is to provide accurate and structured financial data to make accounting more efficient and error-free.

Features of Software

Pre-accounting software helps companies automate and streamline these processes. Using artificial intelligence (AI), the software can automatically convert paper receipts and invoices into digital data. This reduces the time needed to manually enter data and ensures that everything is processed quickly and accurately.

In addition, the software can minimise manual data entry and reduce the risk of errors. For employees claiming expenses, the software often provides a convenient mobile app, which allows them to easily submit their expenses, speeding up the claim process and making it clearer.

The Importance of Pre-Accounting for Businesses

Without a proper pre-accounting process, businesses can face errors, delays and a lack of oversight in their finances. By using software, companies can ensure that all financial data is processed correctly and in a timely manner, saving time and costs.

Companies that automate pre-accounting typically experience fewer errors due to manual entry. Thus, they save a lot of time for both employees and accountants. This gives companies better control over their cash flow and expenses, contributing to more efficient financial management.

Moreover, the software provides faster and more reliable financial reporting, enabling companies to make more informed decisions.

Trifact365: Efficiency and Automation for Your Business

An example of powerful pre-accounting software is Trifact365. TriFact365 is a solution that helps companies simplify and automate their administrative tasks.

Trifact365 uses AI to process invoices and receipts quickly. It easily integrates with other business software. This helps to collect financial data quickly and accurately, saving you time and resources.

Trifact365 makes pre-accounting accessible to businesses of all sizes. Allowing you to focus on growth and efficiency, instead of wasting time on manual administrative tasks.

The post What is Pre-Accounting and Pre-Accounting Software? appeared first on TriFact365.

Invoice reading is a crucial step in any organisation’s accounting process. By digitising and automating this process, companies can not only save time, but also improve the accuracy and efficiency of their financial records.

Advantages of Digital Invoice Processing

Digital invoice processing transforms traditional, often manual processes into automated workflows. Key benefits include saving time, as automation reduces the need for manual input and employees can focus on more valuable tasks.

In addition, invoice reading leads to cost reduction, as less paper use and more efficient processes result in lower operational costs.

Accuracy is also improved by automatic data recognition, which reduces the likelihood of human error. Furthermore, digital processing ensures better accessibility, as digital documents are easy to store, retrieve and share within the organisation.

Functionalities of TriFact365

TriFact365 builds on the general benefits of digital invoice processing and offers specific functionalities that further optimise the process.

User-friendly interface

The software has a user-friendly interface designed with simplicity in mind. The intuitive operation ensures that users quickly become familiar with the system, which reduces implementation time and increases acceptance within the organisation.

Fast and accurate invoice recognition

Thanks to advanced algorithms and AI technology, TriFact365 recognises invoice data within seconds. This results in fast and accurate booking proposals, significantly reducing the processing time per invoice.

Flexible delivery methods

The software offers various options for submitting invoices and receipts. Invoices can be easily delivered by e-mail from suppliers and employees, while a web portal provides a central platform for uploading and managing documents. In addition, a mobile app is available for iOS and Android, allowing receipts to be scanned and submitted on the go.

Real-time Insight and Authorisation

With TriFact365, users have instant insight into the status of each invoice. Digital authorisation workflows can be set up, eliminating the need for physical signatures and speeding up the approval process.

Integration with accounting software

It integrates seamlessly with leading accounting software, automatically synchronising data such as general ledger accounts, debtors and creditors. This ensures consistent and efficient data transfer between systems.

Steps for implementing TriFact365

Implementing TriFact365 involves five simple steps.

1. First, it is important to convince the end user by educating employees about the benefits of digital invoice processing and involving them in the process.
2. Next, determine the ideal processing process by analysing the current workflow and seeing how TriFact365 fits into it.
3. It is then linked to the existing accounting package to ensure seamless data transfer.
4. Once this is done, the invoice flow can be digitised so that all incoming invoices are delivered and processed digitally.
5. Finally, the invoice flow can be automated by setting up automatic workflows and authorisation processes to maximise efficiency.

Invoice reading is an essential part of financial management within organisations. By using TriFact365, companies can not only digitise but also optimise this process, leading to significant time savings, cost reductions and improved accuracy.

Its versatile functionalities and user-friendly interface make TriFact365 a valuable addition to any modern financial administration.

The post The process of Invoice Reading with TriFact365 appeared first on TriFact365.

Approving invoices is a crucial step in an efficient and auditable administrative workflow. Within TriFact365, we offer a flexible and secure approval solution that allows you to approve invoices both in advance (upon receipt) and afterwards (after creating an entry proposal). This not only provides additional control, but also increases the efficiency and reliability of your financial records.

Pre-approval: Control from the first moment

When an invoice arrives, it is essential to immediately determine whether it is correct and justified. With pre-approval within TriFact365, relevant staff can review the invoice before it enters administration. This prevents errors, duplicate payments and unauthorised expenditure. Moreover, this working method ensures a clear division of roles and responsibilities within your organisation.

Subsequent approval: certainty before an invoice is processed

After TriFact365 has generated a booking proposal, the invoice can be approved again before final processing. This provides an extra control moment to verify that the invoice has been posted correctly and complies with all internal guidelines. This prevents unnecessary corrections afterwards and ensures watertight administration.

Efficient, secure and fully digital

By automating approval processes with TriFact365, you not only save time, but also improve transparency and compliance with internal and external guidelines. Invoices can be easily approved via the web application or mobile app, allowing employees to work flexibly and efficiently.

The post The value of approval: Getting a grip on your invoice processing appeared first on TriFact365.

In today’s digital world, switching to electronic invoices is a must. Many companies already work with UBL (Universal Business Language) invoices, a standardised format that ensures official processing of invoices. But how do you create a UBL and how do you convert existing invoices to UBL? In this blog, we explain how TriFact365 helps you make this process easy and error-free.

A UBL invoice is a digital file in XML format that can be processed automatically by software. This means that companies no longer need manual input, which reduces errors and speeds up processing time. Moreover, UBL seamlessly aligns with e-invoicing requirements of government and other agencies.

Creating your own UBL invoice

Generating a UBL manually can be complex, as the XML format requires specific structures and fields. Fortunately, invoicing software such as TriFact365 offers functionalities to automatically generate a correct UBL invoice. All you have to do is enter the required data and the software does the rest!

Converting invoices to UBL

What if you already have invoices in PDF, Word or Excel format? Then converting to UBL is the solution. TriFact365 offers a smart conversion tool that allows you to easily convert existing invoices to UBL format. Here’s how it works:

1. Upload your invoice: Choose the file you want to convert (PDF, Word, Excel, etc.).
2. Automatic recognition: our software reads the invoice and recognises key data such as invoice number, date, amounts and VAT rates.
3. UBL generation: A correct UBL invoice is generated within seconds, ready for processing in your accounting package.

Why choose TriFact365?

TriFact365 saves you time by eliminating the need to enter invoices manually. Thanks to automatic recognition, errors are minimised, ensuring accurate and efficient processing. In addition, the software integrates seamlessly with various accounting systems, allowing you to work easily within your existing processes.

The user-friendly interface allows you to get started right away without technical knowledge. With TriFact365, working with UBLs becomes a piece of cake.

The post UBL invoices: Efficiënt and Easy Conversion with TriFact365 appeared first on TriFact365.

In a world where digitisation is becoming increasingly important, companies are looking for ways to make their administrative processes more efficient. One such process is processing an XML invoice. At TriFact365, we understand that companies need speed, accuracy and automation.

Why an XML invoice?

XML is a structured data format widely used for electronic invoice processing. It enables automatic processing by accounting software and reduces manual work. An XML invoice ensures that data such as invoice number, date, amounts and VAT rates are instantly recognised and processed correctly.

How does invoice conversion work?

With TriFact365, this process is fully automatic:

1. Upload the invoice – A user can easily upload a PDF, UBL, XML or paper invoice.
2. Automatic recognition – Our smart OCR technology recognises invoice data and converts it into a structured XML file.
3. Verification and validation – The system checks the data read out and allows any corrections to be made.
4. Export to accounting software – Once approved, the invoice can be forwarded directly to the accounting system, eliminating manual entry.

Advantages

• Time-saving: No more manual input required, everything happens automatically.
• Accuracy: Reduced risk of errors thanks to automatic recognition and validation.
• Integration: Seamless links with various accounting programmes for a streamlined workflow.
• User-friendly: An intuitive interface that allows anyone to process invoices easily.

Want to take your invoice processing to the next level? Find out how TriFact365 helps you convert invoices to XML and save valuable time. Try it today!

The post From PDF to XML invoice: automatic invoice processing appeared first on TriFact365.

At a time when digitisation is the norm, e-invoices have become an integral part of modern business. TriFact365 responds to this with an advanced, automated system that helps companies streamline their invoicing process and make it more efficient.

What are e-invoices?

E-invoices, or electronic invoices, are digital invoices sent and processed according to a standardised format. Unlike traditional paper or PDF invoices, e-invoices can be read and processed directly by accounting software.

This eliminates manual input, reduces the risk of errors and speeds up processing time.

The benefits of e-invoices with TriFact365

TriFact365 offers a powerful solution for companies that want to enjoy the benefits of e-invoicing. Thanks to automatic recognition and processing with smart technology, invoices are instantly recognised. This saves companies valuable time as they can focus on their core business instead of administrative tasks.

Moreover, automated processing reduces the risk of errors, making manual input errors a thing of the past. In addition, with TriFact365, companies have always and more insight into their invoices and accounting data.

Our solution easily integrates with various accounting packages, creating a smooth workflow and fully optimising the invoicing process.

E-invoicing and the future

More and more governments and businesses are demanding e-invoices as a standard for their transactions. This makes it necessary for entrepreneurs to switch to an efficient and compliant system.

TriFact365 helps companies meet these requirements effortlessly and prepares them for a fully digitised future.

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In a world where digitisation plays an ever-increasing role, efficient invoice processing is essential. In particular, companies looking to save time and costs can benefit from these modern techniques. An example of this is TriFact365. This software solution offers an innovative solution for automatic invoice processing, allowing organisations to effortlessly optimise their administrative processes.

What is automated invoice processing?

Automated invoice processing is a term used to describe the process of digitally processing incoming invoices without manual input. This is made possible by smart technology and artificial intelligence, which recognises data from invoices and translates it directly into usable accounting data.

With TriFact365, this process is fast and accurate. Invoices are easily uploaded via email, app or web portal, after which the system automatically recognises relevant data such as invoice number, supplier and amounts.

The user can then check the data and approve it for further processing in the accounts at the touch of a button.

The benefits of TriFact365

• Saving time: By eliminating manual input, employees can focus on more important tasks.
• Cost savings: spending less time on invoice processing means lower operational costs.
• Fewer errors: Automatic recognition and processing of invoice data reduces the risk of input errors.
• Seamless integration: TriFact365 links easily with various accounting packages, such as Exact Online, SnelStart, AFAS and Twinfield.
• Anytime, anywhere access: cloud-based software allows users to process invoices wherever and whenever they want.

Who is TriFact365 suitable for?

TriFact365 is suitable for accountants, administrative offices, SMEs and large enterprises looking to modernise their invoice processing. So whether you run a small business or manage a large accounting firm, TriFact365’s software will help you work more efficiently and error-free.

Want to take your automatic invoice processing to the next level? Try TriFact365 for free and discover how easy and efficient automatic invoice processing can be. You’ll save time, reduce costs and work smarter with TriFact365!

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A purchase order is an official document that a buyer sends to a seller to order goods or services. This document contains important details such as product type, quantity, price and delivery terms. It forms a legally binding agreement between the two parties and helps streamline the procurement process.

The main elements of a purchase order

It typically contains the following information:

• Purchase order number: A unique identifier for the document.
• Company details: The name and contact details of the buyer and seller.
• Product or service specifications: Clear description of the goods or services ordered.
• Quantity and price: The quantity and cost per unit.
• Delivery terms: Agreement on delivery time, shipping method and delivery address.
• Payment terms: The agreed method and term of payment.

Why is a purchase order important?

Using an order offers several advantages for both the buyer and seller. It provides clarity and transparency, avoiding misunderstandings about the order.

In addition, it provides legal protection as it acts as a binding contract in case of any disputes. A purchase order also contributes to efficient administration as it helps track and control expenditure.

Furthermore, it supports better inventory management by providing insight into orders placed. Finally, it makes invoicing easier and clearer for both parties.

How does the purchase order process work?

The purchase order process starts with the requisition, where the buyer prepares a order and sends it to the seller. The seller then approves the order and confirms the delivery.

This is followed by execution, where the seller delivers the goods or services as agreed. After this, invoicing is initiated and the seller sends an invoice with reference to the purchase order.

Finally, payment takes place, with the buyer paying the invoice according to the agreed terms.

Digital orders and automation

More and more companies are using digital purchase orders and procurement software to make the process more efficient. This reduces the risk of errors, speeds up approval and provides better control over spending.

A purchase order is a crucial tool for companies to make purchases structured and transparent. By using a good procurement process, companies can save costs, minimise risks and improve cooperation with suppliers.

The post What is a purchase order and why is it important? appeared first on TriFact365.

In the world of corporate finance, managing costs is essential to an organisation’s success. An important tool for managing costs efficiently are cost centres. But what exactly are cost centres, and how can they help your company optimise its financial records? In this blog, we explain everything you need to know about cost centres.

What is a cost centre?

A cost centre is a specific department, function or location within an organisation where costs are incurred. It is a way of grouping and structuring costs so that companies can better understand where their expenses come from. By allocating costs across different cost centres, a company can better monitor its financial situation and make decisions that improve efficiency.

Example of cost centres

Imagine you have a medium-sized company that manufactures products. The costs can be divided between different departments such as:

1. Production department: This is where direct production costs such as raw materials and labour are booked.
2. Sales department: Costs related to marketing and sales, such as advertising and salaries of salespeople.
3. General administration: Costs for managing administrative tasks, such as payroll and office supplies.
4. Research and development: costs for innovations, such as developer salaries and prototype costs.

Each department has its own cost centre, and it is important to have a clear overview of how much each department contributes to total costs.

The importance of cost centres

1. Better cost control: By breaking down costs by cost centre, you gain insight into where your money is going. This makes it easier to identify unnecessary expenses and make adjustments where necessary.
2. Improve efficiency: If you know where most costs are occurring, you can take targeted measures to improve efficiency. Perhaps a particular department costs more than expected, or there is room for cost savings.
3. Decision-making and budgeting: They provide valuable information for making strategic decisions. They help create realistic budgets, pricing strategies, and evaluate the performance of different departments or products.
4. Accountability and transparency: For companies that need to report to investors or other stakeholders, cost centres provide transparency. They make it clear where and why certain costs were incurred.

How do you set up cost centres?

Setting up cost centres starts with identifying the different parts of your organisation that generate costs. This can vary depending on the size and structure of your business. One is often created by department or activity, but it is also possible to break down costs by project or product.

Good record keeping is essential to manage cost centres effectively. This can be done, for example, by using a financial software system capable of tracking and reporting costs by cost centre.

Cost centres and cost accounting

Cost play a crucial role in determining the cost price of a product or service. By allocating indirect costs (such as the costs of the production department, management, or sales department) to a product through the various cost centres, a company can make a more accurate and detailed costing. This is essential for determining the profitability of your products or services.

Cost centres are an indispensable tool for any company looking to manage its costs efficiently. They provide insight, control and transparency, which is essential for making informed financial decisions. Whether you run a small business or a large enterprise, implementing cost centres can help optimise your costs and take your operations to the next level.

If you have not yet integrated cost centres into your business records, it is definitely worth looking into them. They not only provide a clear overview of your expenses, but also give you the tools to make cost savings and make your business more financially sound.

The post Cost centres: Why are they important for your business? appeared first on TriFact365.

Using software for your composition practice such as TriFact365 can make your composition practice significantly more efficient. This cloud solution automates the processing of purchase and sales invoices, leaving you more time for valuable advisory services and optimising client relationships. Here are some practical tips to get the most out of TriFact365:

Start with a good layout

Efficient use of TriFact365 starts with setting up the platform correctly. Ensure that:

• Your links with your accounting software (such as Exact, Twinfield or SnelStart) are properly configured.
• The correct settings for each customer are defined, such as VAT codes, general ledger accounts and cost centres.
• Employees and customers have access to the application with appropriate roles and rights.

Work smart with AI technology

TriFact365 uses Artificial Intelligence (AI) to extract data from invoices automatically. To take full advantage of this:

• Upload high-quality invoices; make sure scans are sharp and easy to read.
• Check and improve the data generated and train the system to minimise errors.

Engage your customers

To make the use of TriFact365 successful, it is important that your customers also understand their role:

• Encourage customers to submit invoices digitally via the portal or a unique e-mail address.
• Explain how they can approve or reject invoices themselves in the system, reducing processing time.
• Share a simple guide or organise a short training session to get customers started.

Monitor and optimise your processes

Digitalisation does not stop at implementation. Keep evaluating and improving your processes:

• Regularly analyse error rates and adjust settings where necessary.
• Solicit feedback from your team and customers to solve workflow bottlenecks.
• Keep up to date with updates and new features of TriFact365 to always benefit from the latest technology.

Commit to collaboration with your team

Due to the cloud-based nature of TriFact365, your team can easily collaborate on customer files:

• Ensure clear division of tasks within the team, e.g. who checks invoices and who processes them.
• Use notes and comments in the system to streamline internal communication.
• Schedule periodic team meetings to discuss progress and share best practices.

TriFact365 as software for your composition practice can be a powerful tool, provided it is used effectively. By focusing on proper setup, automation, collaboration and client engagement, you can ease the administrative burden and take your services to the next level. Start optimising your processes today and see how TriFact365 transforms your practice!

The post Tips on using software for your composition practice appeared first on TriFact365.

As an accountant, you know how time-consuming and stressful it can be to manually process piles of binders, purchase invoices and receipts. Fortunately, as software for bookkeepers, TriFact365 offers a solution that is not only efficient, but also easy to use. In this blog, we share practical tips to get the most out of TriFact365 and streamline your accounting processes.

Digitise Everything

The first step to a more efficient workflow is digitisation. TriFact365 uses advanced AI technology to convert paper documents into digital data.

Tip: Collect all binders and stacks of purchase invoices and receipts and scan them in batches. Use a good scanner that can scan double-sided to save time. Organise your scans in folders by customer or month for a clear overview.

Use The Cloud Benefits

TriFact365 is fully cloud-based, which means you can access your data anywhere, anytime. This makes collaboration with customers and colleagues much easier.

Tip: Encourage your customers to upload their documents directly into TriFact365 via the mobile app or e-mail function. This way you can get started faster and avoid losing physical documents.

Work Smart Together

TriFact365 offers the ability to collaborate with customers and colleagues in real-time. This allows you to resolve queries quickly and make processes more efficient.

Tip: Use the filtering and analysis functions to share insights. This helps in better decision-making and shows your added value as an accountant.

Keep Developing Yourself

TriFact365 is regularly updated with new features and improvements. By keeping abreast of these updates, you can continuously improve your services.

Tip: Follow TriFact365’s newsletter to keep up to date with the latest developments.

Secure Your Data

When working with sensitive customer data, security is essential. TriFact365 meets strict security standards, but it is also important that you as a user do your bit.

Tip: Use strong passwords, set up two-step verification and make sure you regularly back up your data.

This software for bookkeepers is a powerful tool to turn binders and piles of papers into an efficient, digital process. By using the capabilities of this software, you can save time, minimise errors and provide more value to your customers. Try implementing these tips into your daily workflow and experience for yourself how TriFact365 can transform your accounting practice.

The post Using TriFact365 as software for Bookkeepers appeared first on TriFact365.

The finance department is an essential part of any business. With tight deadlines for monthly and annual closing, tax returns and reports, the workload can quickly mount up. Fortunately, TriFact365 offers a solution as software for the finance department that will not only help you work more efficiently, but also reduce peak workloads.

In this blog, we share practical tips for using TriFact365 within the Finance department, with a focus on the importance of frequent document delivery.

TriFact365 is a cloud-based application for automated processing of invoices and receipts. The platform uses smart technology to speed up administrative processes and minimise errors.

With features such as automatic recognition of invoice data, integration with ERP systems and direct approval flows, manual work is drastically reduced.

Tip 1: Automate as many processes as possible

One of the biggest advantages of TriFact365 is its ability to automate repetitive tasks. By using the AI technology in TriFact365, data from invoices and receipts is automatically recognised. This saves time and reduces the risk of errors.

Tip 2: Integrate TriFact365 with your existing systems

TriFact365 can be easily linked to commonly used accounting and ERP systems. This means that data is processed directly in the right system, without the need for manual retyping. Through this integration, you not only streamline the process, but also reduce duplication and error proneness.

Tip 3: Train your team

It is important that the whole team knows how to use TriFact365 effectively. Organise a short training session or workshop where you show how the platform works and the benefits it offers. A well-trained team will be able to work faster and more efficiently with the system.

Tip 4: Use approval workflows

With TriFact365, you easily set up approval workflows. This allows users to review and approve documents faster, without delays. Clearly define who should approve which invoices and make sure these workflows seamlessly fit your organisation’s needs.

Tip 5: Work with frequent document delivery

Suppliers, customers and colleagues often deliver documents at the last minute, creating peak workloads in the Finance department. When they deliver documents regularly, the department processes everything more evenly and avoids piling up.

With TriFact365, you can process these documents instantly, keeping records up-to-date. This leads to less stress during peak periods such as month-end or fiscal year.

Using TriFact365 as finance department software offers numerous benefits for the Finance department. By automating processes, leveraging integrations and setting up approval workflows, you not only work more efficiently but also reduce peak workloads.

Work proactively to ensure smooth administration by focusing on frequent document delivery. Start using TriFact365 today and experience how you can use this software for the finance department!

The post Software for the finance department and TriFact365 application appeared first on TriFact365.

TriFact365 is a powerful platform for automating administrative processes, and it can also offer great value as software for HR. One of the most efficient ways to use TriFact365 is to set up claims workflows by department. This ensures an orderly and streamlined process that allows claims to be processed faster and more accurately. Below, we share some tips for making the most of this.

Map processes by department

Before you start setting up claims workflows, it is important to have a clear overview of how claims are handled within the organisation. Ask yourself:

• Who is responsible for approvals within each department?
• What specific rules apply by department (e.g. budget limits)?
• Are there different workflows for certain types of claims, such as travel expenses or training costs?

By answering these questions, you will lay a solid foundation for setting up your workflows.

Make use of user roles

TriFact365 offers the ability to assign different user roles. This is essential to properly manage claims by department. For example, set roles for:

• Employees: They can submit claims.
• Team leaders: responsible for initial approval.
• HR department: For final checking and processing.

Make sure roles are well aligned with responsibilities within the organisation.

Set approval levels

One of the most valuable features of TriFact365 is the ability to set approval levels. For HR, this can mean:

• Employee claims must first be approved by a team leader.
• Then a check by the HR department follows, especially for higher amounts.

With these levels, you prevent mistakes and provide an extra layer of control.

Use department-specific workflows

Each department has unique needs and rules when it comes to declarations. TriFact365 allows you to set up custom workflows for each department. This could include, for example:

• The marketing department is allowed to claim monthly team lunches, with specific limits.
• The IT department budgets for software subscriptions.
• The sales department may submit higher travel and accommodation expenses during customer visits.

By aligning workflows specifically, you avoid confusion and keep the process transparent.

Monitor and optimise regularly

Once your claims workflows are in place, it is important to regularly review them and optimise them where necessary. Make use of the reporting and analysis capabilities within TriFact365 to gain insight into:

• The speed of approval processes.
• The number of rejected claims and the reasons for them.
• Departments needing additional support in submitting claims.

By analysing this data, you can identify bottlenecks and further improve your workflows.

Ensure clear communication

A well-designed workflow is only effective if everyone understands how it works. Inform employees about:

• How they can submit claims via TriFact365.
• Which steps the declaration goes through.
• Who they can contact in case of questions or problems.

Consider organising a short manual or training session to familiarise everyone with the system.

Conclusion

Among other things, the claim workflows in TriFact365 make TriFact365 interesting software for HR to work more efficiently and accurately. By clearly mapping processes, setting approval levels and regularly evaluating workflows, you get the most out of this tool. Moreover, a well-designed system ensures happy employees and a smooth administrative process. Get started today and discover how TriFact365 can strengthen your HR department!

The post Using TriFact365 as software for HR appeared first on TriFact365.

TriFact365 is a powerful tool for digital invoice and document processing. This software for managers offers it not only time-saving but also the ability to streamline work processes efficiently. Here are some practical tips to get the most out of TriFact365 by setting up workflows per employee in your department.

Analyse the Division of Work in your Department

Before you start setting up workflows, it is important to clearly identify the responsibilities and tasks of each team member. Ask yourself questions such as:

• Who processes which invoices?
• Which team members have specific competences or expertise?
• How much time does each team member take to review or approve documents?

A clear picture of the division of labour will help you set up targeted workflows.

Work with User Roles and Permissions

TriFact365 makes it possible to assign different roles and rights to users. This ensures clear responsibilities and prevents employees from accessing sensitive information not intended for them.

• Assigning roles: Make sure the right employees have access to the functions they need. Think ‘enterers’ for data entry and ‘checkers’ for invoice approval.
• Automatic assignment: use the options to assign certain invoices to specific employees, e.g. by supplier, department or amount.

Set up step-by-step workflows

TriFact365 offers the ability to set up workflows to suit your department’s processes. Here are some tips:

• Per employee: Create a workflow for employees based on their responsibilities. For example, employee A processes incoming invoices up to €1,000, while employee B focuses on larger amounts.
• Control and approval: Work with an approval flow where invoices are only processed further after a check by a supervisor or manager.

Use the overviews for Monitoring

TriFact365’s screens offer insight into the status of all invoices and workflows. This helps you identify bottlenecks and intervene where necessary:

• Check that employees complete their tasks on time.
• Analyse which workflows need improvement.
• Keep an eye on the turnaround time of invoices.

With these insights, you can make your department even more efficient.

Evaluate and Optimise Regularly

The needs of your department may change. Therefore, schedule regular reviews to see if the workflows still match reality. Gather feedback from your team and adjust settings where necessary.

TriFact365 can add tremendous value for managers looking to increase efficiency and structure in their departments. By cleverly setting up workflows per employee, leveraging automation and evaluating regularly, you will get the most out of this tool. Invest time in proper implementation and see how your department can work faster, more efficiently and with more fun.

The post Software for Managers: Using TriFact365 in your department appeared first on TriFact365.

Invoicing is an essential part of any business activity. Sending an invoice correctly and on time ensures that you get paid for your services or products. But how do you send an invoice in an efficient and professional way? Below you can read everything you need to know.

Provide a professional invoice

A good invoice contains all legally required and relevant information. Think of your company details, such as name, address, Chamber of Commerce number and VAT number, as well as your customer’s details, including name, address and any reference numbers.

In addition, your invoice should have a unique and sequential invoice number, along with the invoice date and due date. Clearly describe the products or services provided, including quantities, prices and VAT.

Finally, don’t miss the total amount (including VAT, with a clear split between net and gross amount) and your payment details, such as your bank account number and any payment reference. For more details on drawing up a professional invoice, check out our extensive blog.

Choose the right means to send your invoice

There are several ways to send an invoice. Here are some options:

E-mail: This is the most common and efficient way. Send your invoice as a PDF attachment to ensure it cannot be easily modified. Also make sure the subject and content of the e-mail are professional and clear

By post: While this is less common, it may sometimes be desirable, especially with formal or traditional clients. Make sure you keep a copy for your records.

Via invoicing software: programmes such as Exact, Moneybird or Factuursturen.nl offer an automated way to create and send invoices. You can often also set reminders for overdue payments.

Track payment

Sending an invoice is just the first step. Here are tips to make sure you get paid on time:

Send a reminder: If the payment deadline has passed, send a friendly reminder. Often, customers simply forget about payment.

Automatic reminders: Billing software can help you with this by sending automated reminders.

Contact in person: For larger amounts or long-term outstanding invoices, a personal phone call may be more effective.

What to do in case of non-payment?

If a customer does not pay, there are several steps you can take:

Send a final reminder: Give a clear deadline and be professional but direct.

Engage a collection agency: If the customer still does not pay after several attempts, a collection agency may be a solution.

Legal action: In extreme cases, you can consider legal action, such as proceedings in the subdistrict court.

Sending an invoice does not have to be a complicated process. With good preparation, clear communication and the right tools, you can make sure your administration runs smoothly and you get paid on time. Make it easy on yourself by investing in invoicing software or a streamlined workflow. That way, you will keep more time for what you really love doing: business!

The post How do I send an invoice? A practical guide appeared first on TriFact365.

In today’s digital world, the way companies exchange invoices is changing dramatically. Paper invoices and even traditional PDF invoices are increasingly giving way to electronic invoices. Two key terms in this context are UBL invoices and PEPPOL invoices. But what exactly do these terms mean, and why are they relevant for your organisation? In this blog, we explain.

What is a UBL invoice?

UBL stands for Universal Business Language. This is a standardised format for electronic invoices that is used worldwide. An UBL invoice is not just a digital file, but a structured XML file that represents data such as invoice numbers, amounts, and supplier information in a uniform way. This allows systems to read and process information from the invoice automatically, without human intervention.

Benefits of UBL invoices:

Automation: No manual input of invoice data required.

Reliability: Less chance of errors as information is delivered in a consistent and structured manner.

Efficiency: Faster processing and payment of invoices.

What is PEPPOL?

PEPPOL stands for Pan-European Public Procurement Online. This is a network that enables companies and public authorities to exchange electronic documents, such as invoices, in a secure and standardised way. The PEPPOL network uses specific technical standards, including UBL, to ensure interoperability between different software platforms.

How do PEPPOL invoices work?

A PEPPOL invoice is essentially a UBL invoice sent over the PEPPOL network. To participate in this network, your organisation must join an authorised PEPPOL Access Point provider. This provider ensures that your invoices are sent and received according to the correct standards.

Benefits of PEPPOL invoices:

Uniformity: An international standard recognised in many countries.

Security: Invoices are sent over a secure network.

Compliance: PEPPOL meets legal requirements in many European countries, making it especially attractive for public procurement.

Why switch to UBL and PEPPOL invoices?

Switching to electronic invoices via UBL and PEPPOL not only offers practical benefits to companies, but is also increasingly becoming a requirement. For example, governments in many European countries are making electronic invoicing via PEPPOL mandatory for tenders. Moreover, processing paper or unstructured digital invoices is becoming increasingly expensive and time-consuming.

How do you start?

Choose the right software: Make sure your invoicing software is UBL- and PEPPOL-compatible.

Join an Access Point provider: This will give you access to the PEPPOL network.

Train your team: Make sure your employees understand how the new processes work.

Test the system: Send and receive some test invoices to resolve any issues before switching completely.

TriFact365 and electronic invoices

It is important to note that while TriFact365 cannot yet process PEPPOL invoices, it can process UBL invoices. This makes TriFact365 an excellent choice for companies that want to use the benefits of UBL invoices without joining the PEPPOL network.

UBL and PEPPOL invoices are the future of business communication and offer numerous benefits in terms of automation, reliability and compliance. By making the switch now, you can prepare your business for a more efficient and streamlined future. Don’t hesitate to seek advice on implementing these technologies so that you can enjoy the benefits hassle-free.

The post UBL invoices and PEPPOL invoices: The future of invoicing appeared first on TriFact365.

As a business owner, it is essential to have your financial records in good order, and this often starts with sending and managing invoices. Two important terms that often come up here are the due date and payment term of an invoice. In this blog, we explain exactly what these terms mean, why they are important and how software such as TriFact365 can help simplify this process.

What is a Due Date on an Invoice?

The due date of an invoice is the date by which payment must be received at the latest. It is a crucial part of the invoice because it clarifies when the customer must pay to avoid late payment. The due date not only gives clarity to the customer, but also provides an overview for the business owner to know when to expect payment.

Depending on the agreements made, the due date can be a few days to months after the issue date of the invoice. In the Netherlands, it is common for the due date to be between 14 and 30 days after the invoice date, but this can of course vary.

Payment term: what does it mean?

The payment period is the period within which payment of the invoice is due. In other words, it is the time between when the invoice is sent and the due date. The payment period may be shorter or longer depending on the situation, but it is important to state it clearly on the invoice to avoid misunderstandings.

So the payment term is the number of days a customer has to pay the invoice. For example, if the payment term is 30 days, the customer must pay the invoice before the due date of 30 days from invoice date. It can be useful to state the payment term on the invoice so that it is clear to both parties when payment is expected.

The Importance of Clarity

Clear agreements on due dates and payment terms are important to avoid financial problems or misunderstandings. If payment is delayed for too long, it can be annoying for the entrepreneur, especially if the payment is substantial. So it is advisable to set clear terms and ensure that the customer understands the expected payment term.

How TriFact365 Helps Manage Invoices

TriFact365 is an invoicing and accounting software that helps business owners manage their invoices and records. The software is user-friendly and allows you to process invoices quickly.

Invoices are essential for healthy cash flow as an entrepreneur. TriFact365’s user-friendly features make it easy to manage your invoices. This saves time and effort and allows you to focus on growing your business while your financial records run like clockwork.

The post Due date and Payment term of an Invoice appeared first on TriFact365.

As a self-employed person, sending invoices is an essential part of your business. Not only is it mandatory to invoice correctly and clearly, but it also ensures that you get paid for your work. In this blog, you will read how to create invoices that comply with legal requirements and appear professional.

An invoice is an official document in which you state what you have delivered to a customer and the amount to be paid for it. This can be a product or a service. A correct invoice is important for your records and those of your customer.

Mandatory elements of an invoice

In the Netherlands, an invoice must meet a number of legal requirements. The tax authorities state that you must include your details, such as name, address, KvK number and VAT number.

Customer details such as name and address are also mandatory. Furthermore, each invoice must have a unique and continuous invoice number, include the invoice date and a description of the delivery.

In addition, the amount excluding VAT, the VAT rate applied, the VAT amount, the total amount including VAT, the payment term and your bank details should be clearly stated on the invoice. For more details on these requirements, you can read our extensive blog on invoice requirements.

How to create an invoice?

You can create invoices in different ways, depending on your preference and the volume of your work:

Manual: Use a programme such as Microsoft Word or Excel. Create a template that contains all the mandatory items. This is suitable if you send few invoices.

Invoicing software: There are many programmes designed specifically for entrepreneurs, such as Moneybird, e-Bookkeeping or Exact Online. This software automates many processes, such as VAT calculations and continuous invoice numbers.

Online tools: Free tools such as Invoice Simple or platforms offering standard invoice templates are ideal for start-up self-employed people.

Tips for professional invoices

• Use a corporate identity: Add your logo and use colours that match your branding.
• Check for errors: An incorrect invoice can cause delays in payment.
• Send on time: Don’t wait too long to invoice, that way you will stay financially sound.
• Keep it clear: Make sure the most important information is clear at a glance.

What to do in case of an unpaid invoice?

Should a customer fail to pay your invoice, you can take the following steps:

• Send a reminder: This can be done by e-mail or post.
• Call the customer: Sometimes a phone call helps speed up payment.
• Using a collection agency: If a reminder does not work, you can use a collection agency.

Creating invoices is not complicated, but it needs to be done carefully. By using a good structure and possibly using software, you can save time and avoid mistakes. A clear and professional invoice ensures smooth payment and leaves a good impression with your customers. Good luck with your business!

The post How do I make invoices? A guide for self-employed people appeared first on TriFact365.

Accounting is an essential part of any business. It provides an overview of the financial situation and helps entrepreneurs make strategic decisions. But accounting is no longer a matter of paper documents and manual calculations. Thanks to technological advances, online accounting has become an indispensable tool for businesses of all sizes.

What is online accounting?

Online accounting uses cloud-based software to store, manage and analyse financial data.

Unlike traditional accounting, where everything is stored locally on a computer or even on paper, online accounting allows access to data from any location with an internet connection. This is especially useful for entrepreneurs who are on the move or for businesses with multiple branches.

The benefits of accounting software

Accounting software automates many of the time-consuming tasks associated with bookkeeping. For example:

• Automatic invoicing: no more hassle with manual entry of invoices.
• Bank links: Financial overview in real-time thanks to integration with bank accounts.
• Reports: Generate comprehensive financial reports with a few clicks.
• Security: Cloud solutions often offer advanced security and automatic backups.

By using accounting software, errors can be minimised, time is saved and entrepreneurs gain more insight into their financial situation.

TriFact365: efficiency in digital processing

A major player in the world of online accounting is TriFact365. This platform focuses specifically on digitising and automating administrative processes, such as processing invoices and receipts. But what makes TriFact365 unique?

TriFact365’s role in online accounting:

1. Automatic processing: TriFact365 uses Optical Character Recognition (OCR) to automatically recognise and enter data from invoices and receipts into the accounting system.
2. Integrations: The platform integrates seamlessly with various accounting programmes such as Exact, Twinfield and AFAS. This makes it easy for users to transfer data directly to their preferred software.
3. Real-time access: By digitising documents instantly, business owners and accountants have access to up-to-date financial information anytime, anywhere.
4. Cost savings: By reducing manual work, TriFact365 saves both time and money for businesses.

Why switch to online accounting?

With the growing complexity of financial accounting, using a sophisticated accounting programme is no longer a luxury, but a necessity. Online accounting offers not only convenience, but also a competitive advantage.

By collaborating with tools like TriFact365, companies can work more efficiently, focus better on their core business and respond faster to changes in the market.

In short, the combination of accounting software and innovative platforms such as TriFact365 makes online accounting a powerful solution for modern entrepreneurs.

The post The world of accounting: From manual to online convenience appeared first on TriFact365.

As a manager, you know how important it is to handle expense claims efficiently and accurately. TriFact365 is a powerful tool that streamlines the approval process, saves time and provides overview. But as a manager, how do you get the most out of this tool? In this blog, I share some practical tips to approve expense claims smoothly and effectively with TriFact365.

1. Set clear guidelines for declarations

Communicate clear claim rules to your team, such as what type of expenses are accepted and what documents are required (such as receipts or invoices). This ensures claims are submitted correctly and prevents you from wasting time on incomplete claims.

Tip: Add a checklist to TriFact365’s claims portal so employees can easily check whether their claim is complete.

2. Make use of prioritisation and notifications

TriFact365 offers a notification function that lets you receive reminders for outstanding approvals. By setting up these notifications, you avoid delays in the process. Prioritise claims based on urgency, e.g. for monthly budgeting.

Tip: Schedule set times in your calendar to approve claims. This prevents them from piling up and keeps the workflow running smoothly.

3. Check smart insights and reports

TriFact365 lets you analyse claims data, such as spending by department or employee. Use these insights to spot trends and proactively manage budgets.

Tip: Check reports regularly to quickly spot unusual or recurring errors in declarations.

4. Make use of mobile approval

As a manager, you are often on the move. TriFact365’s mobile functionality allows you to approve claims from your smartphone or tablet. This ensures flexibility and avoids delays even when you are away from the office.

Tip: Set up a test account to explore the mobile interface so you know exactly how to process claims on the go.

5. Cooperation with the finance department

Although TriFact365 takes a lot of work off your hands, good communication with your finance department remains essential. Make sure they have access to relevant data in the system and are aware of your approval preferences.

Tip: Regularly organise short reviews with the finance department to further optimise processes.

6. Keep your team’s user experience in mind

A tool is only as effective as the people working with it. Make sure your team understands how to use TriFact365 and give them the support they need. Consider webinars or short tutorials to familiarise them with the system.

Tip: Ask for feedback from your team on their experience of submitting claims. This can provide valuable insights to further improve the process.

TriFact365 can help managers approve claims quickly and error-free, provided you make the most of its capabilities. By using smart notifications, defined roles and mobile functionality, you can not only save time, but also contribute to a clear and efficient claims process.

The post Tips for Managers: Approve declarations with TriFact365 appeared first on TriFact365.

Administration is the beating heart of any organisation. Whether you are a small sole trader, run a medium-sized business or are part of a large team, without proper administration it is impossible to keep your finances in order. But as many business owners know, administration can be time-consuming and sometimes even frustrating. Fortunately, modern technology offers solutions that make life a lot easier.

Why Good Administration is Important

Efficient administration ensures that you:

• Have insight into your financial situation
• Send and collect invoices on time
• Have taxes and other legal obligations in order
• Be able to budget and plan effectively

With well-organised administration, you can not only reduce stress, but also lay the foundation for growth and success.

The Rise of Administration Software

In the digital age, paper receipts, folders full of invoices and manual tracking of expenses are increasingly a thing of the past. Administration software allows entrepreneurs to automate their financial processes and make them more efficient. For example:

• Automated bookings: Software that recognises and automatically enters invoices and receipts.
• Real-time insights: Instant overview of your financial figures, accessible anywhere, anytime.
• Collaboration: Seamless communication between entrepreneur and accountant or bookkeeper.

These tools not only save time, but also minimise the risk of errors, which is invaluable.

TriFact365: Efficiency at the Highest Level

TriFact365 is a prime example of a modern solution that helps entrepreneurs take their administration to the next level. But what makes TriFact365 so special?

1. Smart Document Processing

TriFact365 uses advanced AI technology to scan and process receipts and invoices at lightning speed. As a result, data is automatically recognised and entered, without you having to manually retype everything.

2. Links with accounting packages

The software integrates seamlessly with the most popular accounting packages, such as Exact Online, Twinfield and AFAS. This means your records are updated instantly and your accountant always has access to the most up-to-date information.

3. User-friendly interface

TriFact365 has an intuitive interface, making it easy and accessible to all, regardless of your technical skills.

4. Time and cost savings

With TriFact365, you can save a lot of time on administrative tasks. This gives you more space to focus on what really matters: growing your business.

The Future of Administration

Accounting software, and specifically tools such as TriFact365, will play an increasing role in how companies organise their financial affairs. Automation, AI and integrations with other business applications make it possible to work more efficiently than ever before.

For entrepreneurs, this means spending less time on the daily hassle of administration and more time on strategy, innovation and customers.

Conclusion

Good administration is indispensable, but it no longer has to be a time-consuming chore. With smart solutions such as TriFact365, you can automate and professionalise your financial processes. Whether you do your administration entirely yourself or work with an accountant, these tools make the work easier, faster and clearer. The result? More peace of mind, more control and more success for your business.

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