Invoice matching: every document ends up at the right event

Controlling collects every document not yet assigned to an event: from SevDesk, uploaded or entered by hand. Filters show what is open, partly or fully allocated. For each document you see the original file, the recognition status and the allocations.

You upload invoices as PDF or photo (PNG, JPEG or WebP, up to 25 MB). From the Team plan, receipt recognition reads vendor, invoice number, dates, net, tax, gross and currency and creates a draft. You review and confirm it. A draft cannot be allocated to a budget line.

On the Starter plan, receipt recognition is available as an add-on. Without it, an upload creates an empty draft for you to fill in.

You connect your SevDesk account with an API token. Evnty checks the token before saving it and stores it encrypted. From then on Evnty fetches expense documents automatically: every four hours on Starter, hourly on Team, every 30 minutes on Pro and every 15 minutes on Business. “Sync now” starts a run immediately, and the history shows every run.

Unchanged documents are skipped. When a document changes in SevDesk, Evnty updates it. If the new amount would fall below what is already allocated, Evnty flags the document for review instead of quietly moving money around.

Amounts, dates and vendor belong to accounting: for SevDesk documents you only edit event and notes in Evnty. A link opens the document in SevDesk.

You link each event to one or more SevDesk tags or cost centres. Documents with that tag or cost centre are assigned to the event, and a tag wins over a cost centre. Evnty recognises the vendor by the contact name.

For every document Evnty looks for the matching line in the event budget. The event has to match, plus at least one more reason: the same vendor, a similar amount or a nearby due date. The top three suggestions appear on the document with their reasons. One click allocates the open amount to that line, another dismisses the suggestion.

One invoice can be split across several lines and events, such as the production invoice for a weekend with two events. Evnty never allocates more than the document is worth.

Budget lines that are past their due date with no document allocated are flagged as overdue, with a daily digest to the responsible person.

Recurring documents such as rent, insurance or software are detected and suggested as contracts for fixed costs. The contract register then calculates notice deadlines and flags missing payments and price increases.