Invoice sync into Monet: how to automate it

Monet is used by a growing number of Lithuanian companies and the accountants who serve them. Yet incoming supplier invoices usually still get there by hand: someone opens the PDF, creates a purchase document, retypes the lines, picks the cost account and the VAT. This article covers how to automate that path.

No file, no upload

With some accounting systems, automation ends at a prepared import file that someone still has to download, upload and check. With Monet there is no intermediate step: once an invoice is approved in Ezura, it appears in Monet within seconds as a proper purchase document.

In practice the whole file-shuffling chain disappears — along with "did we already upload that one?" and "why didn't the import go through?". If you prefer, the document can be left unposted so a person makes the final call on the Monet side.

Cost accounts without item cards

On service and cost invoices there is no "item" as such — only the right cost account and VAT matter. So nothing needs an existing item card in Monet before the invoice can be sent. For companies whose invoices are mostly services, that removes the single biggest piece of manual preparation.

Which cost account a line lands on is decided by your rules — a given cost type can always route to the same account. If a line is unclear, you can decide in advance where it goes, so the sync never stalls over one line. The accountant governs the posting through rules rather than invoice by invoice.

Your classifiers stay yours

The most common mistake when connecting anything to accounting is redefining the VAT codes and the chart of accounts. Ezura does not create them: companies, VAT codes, the chart of accounts and dimensions all come from your Monet. Invoices are matched to records that genuinely exist, and a new cost account added in Monet does not have to be described a second time on our side.

VAT is assigned per line, and reverse-charge cases are recognised automatically — so invoices from foreign suppliers or for construction services don't distort the VAT accounting.

The analytics travel with it

Department, project or site are assigned automatically by your rules and arrive in Monet with the invoice — no manual tagging. One invoice can carry several lines against different sites, and that is exactly how they land, rather than collapsing into a single amount.

Suppliers don't multiply

Before an invoice is sent, the supplier is matched in your Monet data by company or VAT number — not by how the name happens to be spelled. If there is no such supplier yet, it is created. That avoids the familiar drift where one company slowly becomes three separate records and the reports stop agreeing.

Dates, the document number and the total travel with it, so a mismatch between the lines and the document total shows up immediately rather than at month-end. Currencies other than the euro carry their currency, with no separate manual step.

What to prepare before connecting

A few things worth checking up front — they decide whether connecting takes an hour or a day:

• •a dedicated Monet access for the integration, rather than somebody's personal account
• •if your Monet serves several companies — which one we start with
• •an agreement on where unclear lines go, so the sync never stalls over one
• •a few sample supplier invoices to tune the rules against

What stays with the accountant

Automation does not mean handing the decisions to the system. Nothing reaches Monet until a person approves it — and at that moment you see exactly what you would see entering it by hand: supplier, lines, VAT and analytics. The only difference is that it is already filled in, and you either agree or correct it.

In practice the accountant's work shifts from retyping to judgement: where an unusual cost belongs, whether a supplier's terms have changed, whether the invoice is justified at all. That is what the expertise is actually for.

What the whole path looks like

The supplier emails the invoice to your Ezura address. The system reads it, verifies the supplier's details, and assigns VAT and dimensions according to your rules. The accountant reviews the result and approves it. The approved invoice appears in Monet. The manual retyping step simply disappears; the review stays.

If you run Monet and want to see how this would work on your own suppliers' invoices, a few sample PDFs are usually enough — you'll see the result on your real documents.