WebApp | Version 7.0
finway evolves into a complete Purchase-to-Pay (P2P) platform
With the new Purchase-to-Pay (P2P) features in finway, you can now create, approve, and manage purchase orders directly in the system – from the initial need to final payment. Purchase orders are automatically matched with invoices and their status is updated in real-time. This lets you consolidate purchase orders and invoices digitally in one place - reducing manual effort, increasing control, and providing full transparency. Only pay for what you actually ordered.
ℹ️ In September 2025, finway’s former purchase requests were replaced by purchase orders (POs), including the option to link purchase orders with invoices. At this time, workflow configuration for purchase orders is not yet available; this functionality will be introduced in Q4 2025.
ℹ️ Watch short videos here to learn about the new features.
Getting Started & First Use
You can access the new purchase order features directly from your dashboard.
Click the »New« button and select »Purchase Order«
The purchase order will open in a drawer – a sliding panel from the right-hand side that doesn’t cover your main view completely.
Step-by-Step Guide
1. Start a Purchase Request
Option 1: Start from scratch - Enter all purchase details manually. If you don’t provide a purchase order number, finway will automatically generate a unique one.
Option 2: Upload a PO document - Upload your document and let the AI-powered OCR extract the information to prefill the form.
ℹ️ Tip: Use the PO upload with our AI-powered OCR to save time and avoid typing errors.
2. Assign Items & Costs
Add your items (products or services) or review the automatically extracted data.
Assign costs either at the purchase order level or at the line-item level.
If you assign at the PO level, all items will automatically be assigned - saving clicks.
A validation check ensures that all required fields are filled in.
3. Save Purchase Order as Draft or Submit
Save as Draft: Drafts remain accessible to you and can be edited later. Drafts are visible only to the requester, not to others.
Submit: finway automatically determines the responsible approver based on the cost center assignment. The cost center linked to the item with the highest amount determines the next approver.
4. Approval
The approver can either:
Approve the PO: click on »Approve«
Reject the PO: klick on »Reject« (with a reason - note: rejections cannot be undone)
Request Changes for the PO: click on »Request Changes« in case the PO has missing or wrong data
Approved purchase orders appear in the »Procurement« tab on your dashboard.
5. Review by the Procurement Team
Authorized procurement team members review the purchase order.
⚠️Once confirmed by procurement, the purchase order is no longer editable.
Why?
To ensure a consistent data set
To meet compliance and audit requirements
To avoid deviations with suppliers or accounting
6. Enter & Match the Invoice
Depending on your company setup, this step can be completed either by the finance team or by the original requester.
Steps:
Select the relevant PO and click on »Add invoice«
Create an invoice request and upload the invoice. There you will see that the order is already linked. You can select additional POs using the plus symbol. Then click »Link items«
Match the invoice line items with the purchase order line items. Select the relevant item on the invoice and the corresponding item on the purchase order.
If you have multiple purchase orders linked, change view of purchase orders by clicking on the purchase order number.
You can also unlink individual or all links by clicking on the »unlink« icon.
The 2-way match ensures that ordered items and invoiced items match before payment is made.
ℹ️ The automated linking of purchase orders with invoices provides the following overviews:
A single purchase order is billed through multiple invoices (e.g., down payment plus final payment)
Multiple purchase orders are consolidated into one collective invoice
Watch here the PO and invoice matching (in German):
7. »Purchase Order« Menu
In the new »Purchase Orders” menu, you’ll find an overview of all purchase orders and their processing status.
8. »Procurement« Dashboard Tab
The new »Procurement” tab in the dashboard provides an overview of all submitted and approved purchase orders.
New request type and workflows for subscriptions
Subscriptions can now be requested through the subscription request and will go through the defined approval process.
To create a new subscription, click on »New« and then »Subscription«
For more details about subscriptions, please see here.
