Core Features
OCR that reads invoices accurately. Approvals that route automatically. Integrations that post directly to your accounting system. All in one place
1.
Intelligent OCR & Data Extraction
99% accuracy on PDF invoices
● Vendor name and details
● Invoice number and date
● Total amount and line items
● VAT amounts and rates
● Payment terms
● Purchase order references
● Self-learning system - When you correct an error, the system learns for next time. Most competitors use static OCR that never improves.
● Context-aware extraction - Understands invoice layouts, not just text recognition. Handles multi-page invoices, tables, and complex formats.
● Vendor memory - After processing 2-3 invoices from the same vendor, accuracy improves to near-perfect for that supplier.
● Validation rules - Flags suspicious amounts, missing VAT numbers, or data that doesn't match expected patterns.
Current support: PDF invoices<br/>
Coming Q2 2025: Photos and scanned documents
2.
Flexible Approval Workflows
Route invoices based on your business rules
● Single-level approvals
● Route by amount threshold
● Email notifications with one-click approval
● Reject with comments
● Multi-level approvals (2-5 levels)
● Route by: amount, vendor, department, cost centre, GL account, or any combination
● Conditional logic: "If amount > £1,000 AND department = Marketing, route to CMO, then CFO"
● Parallel approvals (multiple people must approve)
● Sequential approvals (chain of approval)
● Delegation rules (auto-route if approver is out of office)
● Approval time tracking and reminders
Unlike competitors who offer rigid approval templates, Team Pod lets you build workflows that match how your business actually operates.
3.
Native Accounting Integrations
● QuickBooks Desktop (UK versions)
● QuickBooks Online
● SAGE 50, 100, 200
● SAGE Intacct
● Xero
1. Posts directly to accounts payable in your accounting system
2. Creates vendor record if new (or matches existing)
3. Assigns to correct GL accounts based on your coding rules
4. Calculates and records VAT correctly
5. Sets payment terms and due dates
6. Attaches PDF invoice to the transaction
7. Records complete approval trail in notes/audit log
● True native connections - Not web scraping or screen automation. Direct API connections that are fast, reliable, and secure.
● Two-way sync - We read your vendor list, GL accounts, and tax codes from your accounting system. No duplicate data entry.
● Intelligent matching - Recognizes when "ABC Ltd", "ABC Limited", and "ABC Company" are the same vendor.
● Multi-system support - Use QuickBooks for one entity, SAGE for another, Xero for a third. Business and Enterprise plans connect to all systems simultaneously.
● No data lock-in - Your invoice data lives in your accounting system, not just in Team Pod. Cancel anytime and all your data stays in your accounting software.
Unlike Hubdoc (Xero-focused) or QuickBooks OCR (QuickBooks-only), Team Pod works equally well with all major UK accounting systems.
4.
Document Management & Search
Find any invoice in seconds
● Store unlimited invoice history
● Search by vendor, amount, date, invoice number, status, or approver
● Filter by date ranges, accounting periods, or custom criteria
● Tag invoices with custom labels
● Add comments and notes visible to your team
● Attach supporting documents (POs, delivery notes, contracts)
● Export search results to Excel
● Generate reports on vendor spend, approval times, or processing volumes
● Saved searches and filters
● Scheduled reports (weekly vendor spend, monthly approval times)
● Custom views per user or role
● Bulk actions (approve multiple invoices, re-route in bulk)
● Accounting-specific search - Search by GL account, cost centre, or accounting period. Most document management systems don't understand accounting concepts.
● Complete history - See every version of an invoice if reprocessed, every approval action, every comment, every edit.
● Role-based access - Controllers see everything, department managers see only their invoices, bookkeepers see what they're assigned.
5.
Multi-Currency Support (Business & Enterprise Plans)
● Automatic exchange rate updates (daily)
● Historical rate lookup for specific dates
● Manual rate override if needed
● Multi-currency vendor management
● Currency conversion at invoice level
● Posts to accounting system in your base currency
● GBP, EUR, USD (primary focus)
● AUD, CAD, CHF, DKK, JPY, NOK, NZD, SEK, SGD
● 30+ additional currencies
● Automatic rate updates - Uses Bank of England or ECB rates. No manual rate entry.
● Transparent conversion - Shows original amount, conversion rate, and converted amount. Full audit trail.
● Accounting system sync - Respects your accounting system's currency handling and base currency settings.
6.
Smart Duplicate Detection
Prevent duplicate payments automatically
● Invoice number + vendor combination
● Similar amounts on similar dates
● Similar line items from same vendor
● Resubmitted invoices with slight variations
● Flags invoice before processing
● Shows potential matches side-by-side
● You decide: proceed anyway, reject, or merge
● Optional: block processing until reviewed
● Fuzzy matching - Catches duplicates even if invoice number has typo or formatting differences ("INV-001" vs "INV001")
● Across time periods - Checks last 24 months, not just current period
● Vendor-specific rules - Some vendors reuse invoice numbers annually. We learn these patterns.
Most accounting systems don’t catch duplicates until you try to post. Team Pod catches them at upload.
7.
Mobile App (iOS & Android)
Process invoices from anywhere
● Upload invoice photos (capture with camera)
● Review and approve invoices
● Add comments and notes
● Search invoice history
● Check invoice status
● Receive push notifications
● View approval queues
● Process urgently while traveling
● Offline capability - Take invoice photos offline, they upload when connected. Review cached invoices without internet.
● One-click approvals - Email notification links to mobile-optimized approval page. No app installation required for occasional approvers.
● Same security standards - Biometric authentication, encrypted local storage, automatic timeout.
Coming Q2 2025: AI-powered photo enhancement (auto-crop, straighten, enhance low-light photos)
8.
Automated GL Coding (Business & Enterprise Plans)
Stop manually assigning account codes
● Set rules based on vendor, invoice description, amount, or department
● Team Pod automatically assigns GL accounts
● Review and approve before posting
● System learns from your corrections
● "Amazon Business" → GL 6200 (Office Supplies)
● "British Gas" → GL 6300 (Utilities)
● Any invoice containing "travel" → GL 6400 (Travel & Entertainment)
● Marketing department invoices → Cost centre MKTG
● Natural language rules - "If vendor contains 'Amazon' then use account 6200". No coding or complex formulas.
● Exception handling - Flag invoices that don't match any rule for manual review
● Learning system - After coding 20-30 invoices manually, Team Pod suggests automation rules
● Immutable logging - Cannot be edited or deleted, even by administrators
● HMRC-compliant - Meets Making Tax Digital audit trail requirements
● Searchable and filterable - Find specific actions or generate compliance reports
● Integrated with accounting system - Audit trail exports with invoice when posted
9.
Complete Audit Trail
Every action logged and timestamped
● Who uploaded each invoice (user, timestamp, IP address)
● All OCR extractions and corrections
● Every approval action (approved/rejected, by whom, when, from where)
● GL code assignments and changes
● Comments and notes added
● When invoice posted to accounting system
● Any edits or modifications
● Access history (who viewed invoice and when)
● Full audit log to Excel
● Filtered audit reports by date range, user, or action type
● Audit-ready documentation for external auditors
● Immutable logging - Cannot be edited or deleted, even by administrators
● HMRC-compliant - Meets Making Tax Digital audit trail requirements
● Searchable and filterable - Find specific actions or generate compliance reports
● Integrated with accounting system - Audit trail exports with invoice when posted
This is critical for: internal audits, external audits, HMRC investigations, fraud prevention, and management oversight.
