AR automation with Docnova: features and setup

Accounts receivable automation replaces manual invoice workflows with a connected system that creates, delivers, and tracks invoices then matches incoming payments automatically. For finance teams managing dozens or hundreds of invoices per month, the difference between manual and automated AR is often the difference between chasing payments and having reliable cash flow visibility. Docnova brings these capabilities together in a single platform that handles outgoing invoices, multi-channel delivery, reconciliation, and financial reporting from one interface.

AR Automation

What AR Automation Covers

AR automation spans the full receivables lifecycle: generating invoices, delivering them to customers through the right channel, tracking their status, recording payments, and producing reports that tell you where your cash is.

Each of those steps has a manual equivalent that introduces delay and error. Invoice creation done by hand risks transcription mistakes. Delivery by email attachment offers no read receipts or status tracking. Payment matching done in a spreadsheet falls behind when volume grows. And month-end reporting that relies on manual exports can take days to compile.

AR automation addresses each gap. A good AR system stores invoice data in a structured format, routes delivery through compliant channels, updates payment status in real time, and surfaces financial summaries on demand. The key is that each step feeds the next so the data you enter when creating an invoice flows through to reconciliation and reporting without re-entry.

Docnova AR Features

Docnova’s AR features are built around the Outgoing section, which is the central hub for sales invoices.

Invoice creation and management. From the Outgoing view, you can create invoices directly using the Create Invoice action. Each invoice stores standard fields: invoice number, invoice type, invoice date, due date, customer and supplier details (including VAT ID and country code), line items, amounts excluding and including VAT, and currency. The invoice list is filterable by status, date range, supplier, and customer, and supports full-text search.

Multi-channel delivery. Once an invoice is ready, Docnova offers three delivery methods from the Outgoing view: Send via Email, Send to KSeF (the Polish national e-invoicing system), and Send via Peppol (the international electronic invoice network). Invoices with status “Ready for KSeF” can be submitted to KSeF in bulk by selecting rows and using the Send to KSeF action. After successful submission the status updates to “Accepted KSeF.”

Invoice formats. Each invoice can be viewed or downloaded in two formats: PDF and UBL XML. The UBL format is the structured data format used by Peppol and KSeF.

Payment tracking. The invoice detail panel shows a Payment Info section with Total, Paid, and Remaining amounts, plus an Enter Payment action for recording received payments. Each invoice carries a Payment Status field visible in the list and in the detail panel.

Reconciliation. The Reconciliation section matches sales and purchase invoices to bank payments. It displays INVOICE NUMBER, CUSTOMER NAME, SUPPLIER NAME, INVOICE DATE, DUE DATE, PAYABLE AMOUNT, CURRENCY, PAYMENT STATUS, and STATUS columns. The list is filterable by date range, payment status, and free-text search.

Setting Up AR Automation in Docnova

Getting AR automation running in Docnova involves a small number of setup steps before daily use becomes seamless.

1. Connect your company. The Outgoing and Financial Overview sections include a company selector combobox. Ensure your company is registered with the correct Peppol ID and VAT details these populate the supplier fields on every invoice you create.

2. Configure delivery channels. If you need KSeF integration, invoices must be created in a KSeF-compatible format and carry the “Ready for KSeF” status before submission. For Peppol delivery, your Peppol ID must be registered; the test environment shows an example ID in the 9945:pl… format. Email delivery is available for any invoice without additional configuration.

3. Create your first invoice. Use the Create Invoice action in the Outgoing view. Fill in customer details, line items, due date, and currency. Save and confirm the invoice reaches the correct status before choosing a delivery channel.

4. Set up reconciliation. Navigate to the Reconciliation section and set your default date range. Link your bank account data so that incoming payments can be matched against open invoices. The reconciliation list will then show payment status per invoice.

5. Define your reporting period. In the Financial Overview section, set a Start month and End month using the MM/YYYY pickers and select the relevant company. This configures the date window for all AR and AP summary cards and charts.

Measuring AR Performance

Once invoices are flowing, Docnova’s Financial Overview section provides the reporting layer for AR performance.

Total Invoice Income is a summary card showing the sum of all sales invoices within the selected date range. This is your gross AR figure for the period.

Income-Expense Distribution is a chart that breaks down income versus expenses visually, giving a period-level view of net position.

VAT Distribution shows VAT amounts by rate useful for verifying that VAT on outgoing invoices is being calculated and tracked correctly.

Monthly AR & AP Report is a sub-report accessible from the sidebar that provides an aging view of AR and AP for the period. This is the primary tool for tracking outstanding receivables and identifying overdue invoices.

Paid Invoices Breakdown is a sidebar sub-report that segments paid invoices within the period.

AI Insight is an AI-generated recommendation that appears on the Financial Overview page based on current income and expense figures for the selected range.

Between the Outgoing list (which shows per-invoice payment status and due dates) and the Financial Overview reports, you have both the operational view (which invoices are unpaid) and the summary view (how AR is trending month over month).

How Docnova Handles AR End to End

Docnova connects each stage of the AR workflow without requiring data to be re-entered or exported between systems.

When you create an invoice in the Outgoing section, all structured fields customer, amounts, VAT, dates, currency are stored immediately and visible in the invoice list. Delivery happens from the same screen: select the invoice, choose Send via Email, Send via Peppol, or Send to KSeF, and the invoice is transmitted. Status updates (including KSeF acceptance) are reflected back in the invoice list automatically.

Payment recording happens inside the invoice detail panel via the Enter Payment action, which updates the Paid and Remaining amounts and changes the Payment Status. That updated status flows through to the Reconciliation view, where the invoice appears with its current payment state alongside its bank-matched counterpart.

The Financial Overview aggregates all of this into period-level totals and charts. The Monthly AR & AP Report in the sidebar gives the aging detail. The AI Insight layer reads the current figures and generates a recommendation providing a prompt to act when the numbers indicate a cash flow risk.

Conclusion

AR automation with Docnova covers the full receivables workflow: structured invoice creation, multi-channel delivery via Email, Peppol, and KSeF, payment tracking per invoice, reconciliation against bank transactions, and period-level financial reporting with AI-generated insights. Setup requires connecting your company, configuring delivery channels, and defining your reporting date range after which the system handles status tracking and aggregation automatically.