For admin · Purchasing, payments and accounting
From supplier invoice to journal entry, with no spreadsheets in between
You enter the invoice with its original PDF, the right person approves it, it is posted in one click and lands on the payments calendar with a reminder before it falls due.
The purchasing cycle
Invoice, approval, entry and payment, in one place
Every step records who did what and when. Nothing is retyped by hand between purchasing and accounting.
Supplier invoice
Entered with its original PDF or XML attached. The supplier is created from the same form and a duplicate invoice is blocked.
Approval
Rules by amount and supplier type decide what needs approval and who is notified by email. It is approved, rejected or disputed.
Journal entry
Once approved, it is posted in one click as a double entry: cost or expense, input VAT and the amount owed to the supplier.
Payments calendar
Due dates by supplier, email reminders before the date and overdue invoices flagged every day.
What it solves
What the admin team does every day
Tidy supplier records
Tax ID, supplier type, usual payment terms and country, with no duplicates by tax ID.
Approvals with a history
Every approval, rejection or dispute goes into a log that cannot be edited, with user and date.
Posting without shortcuts
If an account is missing, the entry is not made up: it tells you what to set up. VAT is never added to cost.
Partial payments and credit notes
Each payment updates the balance and creates a draft entry for review. Supplier credit notes reduce what is owed.
Chart of accounts by country
Charts for Argentina, Chile, Uruguay, Mexico, Brazil, the United States, Spain (PGC), France (PCG), Germany (SKR03/SKR04), Italy and Portugal, editable by the winery.
Ledger, trial balance and P&L
General ledger, trial balance and income statement, with CSV export.
Free calculators
Quick numbers, no sign-up
Cepaos public calculators for the figures that go through admin.
Cost per bottle
Cost per litre and per bottle from grapes, supplies, labour, barrels, dry goods and fixed costs, plus a suggested price for your margin.
Open the calculator
Questions from admin
Does Cepaos issue invoices?
No. Purchasing records the invoices issued by the supplier and keeps their original file. Cepaos integrates and reconciles; the tax document always belongs to its issuer.
Can the invoice be read automatically from a PDF or an email?
Today purchase invoices are entered by hand, with the original PDF or XML attached. In Italy, with the PEC mailbox connected, invoices received through SDI are imported automatically.
What about invoices in another currency?
The entry keeps the document currency, the winery's functional currency and the exchange rate. If the rate is missing, the draft is held until someone enters it: it is never made up.
Can I hand the books to my accountant?
Yes: ledger, trial balance and P&L export to CSV. Depending on the country there are also exports to DATEV (Germany and Austria), BMD and RZL (Austria) and Abacus and bexio (Switzerland).
See the purchasing cycle with your own suppliers
In the demo we follow one invoice from entry to payment.
We set up the approval rules and your country's chart of accounts with you.
Book your demo