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Bills in, invoices out, the chasing done for you.

WAW Profi reads your supplier bills, sends them through your approval rules and reminds you before they fall due. On the sales side it repeats your regular invoices, chases late payers on a set schedule and shows who is likely to pay late.

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Payables and receivables in the same ledger

Read, not typed

Scan up to ten bills or receipts at once. Supplier, invoice number, date, VAT, total and lines are filled in, and nothing posts until you have checked them.

Approved by the right people

Bills, expenses and claims routed by amount, supplier or department; orders by amount or supplier; sales invoices by their total. Up to eight stages of named approvers.

Chased on schedule

On weekday mornings, customers are reminded before an invoice is due, on the day, then at 3, 7, 14 and 21 days late with firmer wording each time.

Flagged when it looks wrong

A supplier invoice number already on file is stopped in Bulk Review and on import, and the same supplier billing the same amount twice in a week raises an alert.

Accounts payable

From the bill on the desk to the payment on record.

Five steps, and the routine ones run by themselves.

Bulk Review · up to 10 files at a time
  • NA-4471.pdf2 pages
  • plant-hire.jpgPhoto
  • workshop-rent.pdf1 page
Save 3 reviewed drafts
01 · Capture

Bring bills in however they arrive

Review up to ten files at a time, take a photo, import a CSV or spreadsheet, or create a bill from money paid out in Banking. A PDF is read across all its pages, and separate photos of one bill can be scanned as one document.

  • Up to 10 files at once
  • PDF, photo or spreadsheet
  • Multi-page bills
Supplier
Northern Aggregates
Invoice no.
NA-4471
Date
28 Oct 2026
VAT (20%)
£214.00
Total
£1,284.00
Suggested account
Materials
Adds up to the printed totalDraft saved · nothing posted
02 · Read

The details are filled in for you

Supplier, invoice number, date, currency, VAT, total and each line are read from the document, with an account suggested from the supplier's past bills. In Bulk Review each record has to add up to the printed total, and bills are saved as drafts.

  • Nothing posts until reviewed
  • Account suggestions
  • Checked against the total
Bills of £1,000 or moreMinimum amount
Stage 1

Sam · Ops lead

Stage 2

Priya · Finance

Stage 2 of 2 approved · Bill approved and posted

03 · Approve

Your rules decide who signs it off

Set rules by minimum or maximum amount and supplier, and for bills, expenses and claims by department or location too. Each rule runs up to eight stages, any one named approver at a stage can approve it, and the bill shows which stage it is at.

  • Bills, expenses, claims and orders
  • Up to 8 stages
  • Every decision in the audit trail
Supplier payments due7 days before
  • Northern Aggregates£1,284.00
  • Workshop Rental Ltd£2,126.00
1 bill due · Approved and now payable
04 · Remind

Told before anything falls due

For approved bills, a “Supplier payments due” email lands seven days before a bill is due, the day before, on the day and the day after. Approved bills that are due or overdue sit in the bell until they are paid.

  • 4 reminder emails
  • Bills due in the bell
  • Unusual spending alerts
  • Northern Aggregates£1,284.00
  • Workshop Rental Ltd£2,126.00
  • Paper Supply Co£600.00
Pay all from: Business current accountRecord 3 payments
05 · Pay

A payment run, recorded in one go

Tick the bills you have paid, choose the account they came from, and record them together. A part payment keeps the balance still owed, and staff claims are paid back the same way.

  • Several bills at once
  • Part payments
  • Expense claims included

WAW Profi records supplier payments. The money itself is sent from your bank.

Accounts receivable

From the invoice you send to the money in the bank.

Set it up once. The sending, chasing and matching carry on without you.

Repeat this invoice automatically

Monthly · until stopped · posted and emailed

  • 1 Dec 2026INV-2241
  • 1 Jan 2027INV-2262
  • 1 Feb 2027INV-2287
01 · Send

Regular invoices send themselves

Repeat an invoice every week, two weeks, month, quarter or year, for 6, 12 or 24 invoices or until you stop it. Each one is posted and emailed to the customer for you. When an approval rule applies, it waits for approval instead, and you send it once approved.

  • 5 repeat intervals
  • Posted and emailed
  • Approval rules respected

Coastline Hotels

INV-2245

£8,400.00

Approval history

  1. Rejected

    Reason: wrong purchase order number

  2. Resubmitted for approval

    Corrected by the author

  3. Approved

    Alex · stage 1 of 1

02 · Approve

Big invoices get a second pair of eyes

Rules by invoice total send an invoice to named approvers, stage by stage. An approver can reject it with a reason, the author fixes it and resubmits, and the approval history stays on the invoice.

  • Reject with a reason
  • Resubmit for approval
  • Bulk approve
Invoice INV-2240 from Harbour Design

Amount due

£2,400.00

Pay now

Link opened · 2 Nov, 10:42

03 · Get paid

A Pay now button on your invoices

Connect Stripe and invoices in pounds carry a Pay now button, in the email and on the invoice page. The payment is recorded against the invoice, and you can see when the invoice link was first opened.

  • Card payments by Stripe
  • Link opened shown
  • Payment recorded for you
  1. −3 daysReminder
  2. DueReminder
  3. +3Stage 1
  4. +7Stage 2
  5. +14Stage 3
  6. +21Final notice
  7. ThenWeekly

Reminder history on INV-2240 · 4 sent

04 · Chase

Reminders on a schedule that gets firmer

Three days before the due date, on the day, then at 3, 7, 14 and 21 days late, with a final notice at 21 days and a weekly reminder after that until it is paid. Each invoice keeps a history of its automatic reminders, and you can send one by hand whenever the customer has not had one in the last day.

  • Sent on weekday mornings
  • Final notice at 21 days
  • Reminder history

Bank statement

BRIGHTWELL STUDIO

+£2,400.00

Invoice

INV-2240

Paid

Exact amount · settled for you on automated reconciliation
05 · Match

Payments land on the right invoice

On plans with automated reconciliation, a payment in your imported bank statement that exactly matches an open invoice is settled against it for you; anything else waits for your review. Part payments keep the balance, and customer statements go by email, or every month by themselves once you switch them on.

  • Exact matches settled for you
  • Part payments
  • Monthly statements
Approval rules

The same control, on both sides of the ledger.

Purchases and sales each have their own approval rules, set once in Settings and followed on every document they cover.

Covers

  • Bills
  • Expenses
  • Expense claims
  • Purchase orders

When

  • Minimum amount
  • Maximum amount
  • Supplier
  • Department or location

Approved by

  1. 1Sam · Ops leadStage 1
  2. 2Priya · FinanceStage 2

Up to 8 stages; any one named approver at a stage can approve it.

Department or location applies to bills, expenses and claims. Purchase orders finish with “Mark as approved”.

Request approvalApprove stageApprove and post Bill NA-4471 needs approval
Know before it bites

Who pays late, what you owe, what looks odd.

Each customer's payment habit

Once a customer has settled a few invoices, WAW Profi knows how late they usually pay, marks each open invoice On track, Watch or At risk, and warns you in the bell when a larger one will probably be paid late.

Brightwell Studiopays about 9 days late
INV-2240 · Expected paymentAt risk
Brightwell Studio will probably pay late

Aged payables and receivables

Current, 1–30, 31–60, 61–90 and over 90 days, for what you owe and what you are owed.

Current
1–30
31–60
61–90
90+

The next 30 days of cash

Expected payment dates come from each customer's own history where there is enough of it, not just the due date.

What chasing brought in

The Late Payment Recovery report counts payments that arrived within a week of an automatic reminder.

£0

Collected after a chase

£0

Chased, still owing

Spending that jumps

An alert when a supplier or category runs 40% or more above its three-month average, on £200 or more this month, and on the first bill of £250 or more from a new supplier.

Fuel is 46% above its three-month average

Example figures for a sample business

The same week, two ways

Typing each supplier bill in, line by line

Forwarding bills around by email for a sign-off

Remembering which customer to chase, and when

Finding the duplicate bill at year end

Guessing when customers will actually pay

Expense claims follow the same rules

Send a claim link, no login needed. The claimant adds up to ten receipts or a mileage trip at approved rates, the claim is checked against the policy limits you set, goes through your approval rules and is paid back with your bills.

  • Several receipts per claim
  • Approved mileage rates
  • Policy and duplicate checks
  • Person Statements

Every step on the record

Created, edited, posted, voided and reversed, with each approval request and each stage approved: the audit trail keeps who did what and when.

  1. Created · Amira
  2. Approval requested · Amira
  3. Stage 1 approved · Sam
  4. Posted · Priya

Where it all happens

Questions about automation

  • No. You pay suppliers from your bank as you do now. WAW Profi reminds you before each approved bill is due, and you record the payments in it, one bill or a whole run at a time, so what you owe stays up to date.

Let the routine run itself.

Start a free trial, scan your first bills and set the rules that sign them off.

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