Chasing signatures
The document travels from office to office and waits for whoever happens to be away. The due date keeps running.
Electronic document approval Every document approved.
Every document approved.
No paper, no chasing.
UNISpis keeps invoices, orders, purchase requests, contracts, receipts and business trips in one place. A document is entered once, passes approval by your organisation's rules and stays traceable with its full history — who decided, when and how.
- An invoice from PDF into the system in seconds — the data is extracted by AI
- Approval by financial control rules: factual check, authorising officer, budget manager
- Approve from a computer or a phone, anywhere
We prepare the demo on data that matches your organisation. In 30 minutes you see the whole life of an invoice, from uploading the PDF to the budget manager's signature.
20+organisations using UNISpis every day
12agendas from invoices to business trips
0installations — runs in the browser and on the phone
100%of documents with a traceable history
Why now
Paper document flow is no longer enough
The invoice sits on a desk, a signature is missing and nobody knows where it is. When the organisation has to prove who approved what, someone goes through the binders. And the demands on traceability keep growing.
Manual retyping
Invoice data is copied into a spreadsheet, from the spreadsheet into accounting. Every copy is a chance for an error.
Financial control on paper
The authorising officer, the budget manager and the accountant sign a routing slip. Who decided and when is reconstructed afterwards.
Budget only at closing
How much is already ordered and committed becomes visible only when the invoices arrive — and that tends to be late.
Czech Act on Management and Control of Public Finances from 1 January 2027
How approval worksAct No. 231/2025 Coll. replaces the previous Financial Control Act. Public-sector organisations need a designated authorising officer, budget manager and chief accountant, separation of these roles within one operation, and the ability to prove afterwards who approved what and when. UNISpis is built for that: you set the roles for your organisation, every operation passes through separate steps and every action stays in the audit trail.
Modules
One system for the whole agenda
Each agenda has its module and all of them share the same approval, the same users and the same task list. Switch on only what you use and add more whenever you want.
Received invoices
Upload a PDF or a scan, or let invoices arrive straight into a shared mailbox. AI fills in the data, the supplier is verified in the ARES business register and the VAT payer register.
- Extraction of supplier, amounts, due date, account and line items
- ISDOC import and matching to an order or contract
- Posting of the approved invoice to accounting
Orders
Issue, approve and send the order to the supplier. The received invoice is linked to the order and the drawdown is visible at once.
- Numbering series and order template
- Approved by the same rules as invoices
- Overview of open and used-up orders
Purchase requests
An employee describes what needs buying or repairing. The manager approves the request and one step turns it into an order.
- A simple form without accounting jargon
- Status tracking — the employee sees where the request is
- Converting a request into an order
Spending commitments
An approved spending frame for a period — energy, cleaning, consumables. Invoices are tied to the commitment and the drawdown is visible at any moment.
- A frame per period with a watched balance
- Invoices and orders linked to the commitment
- Additional approval when exceeded
Contracts
Approval of the text, upload of the signed version and amendments with their own history. Invoices are tied to the contract and the drawdown is visible in one place.
- Amendments with a history of contract parameters
- Links to invoices and drawdown tracking
- Watching validity and anniversaries
Receipts
Cash purchases from a photo of the receipt to reimbursement. Photograph the receipt on the phone and the data fills itself in.
- Photo in the mobile app and data extraction
- Approval and reimbursement basis
- Posting to the cash desk in accounting
Issued invoices
Issuing, approving and tracking payment of the invoices you issue. An invoice can also be created from your own system through the public API.
- Numbering series and templates
- Payment tracking
- Creating an invoice through the public API
Cash documents
Receipt and payment vouchers of the organisation's cash desks with the same approval and history as every other agenda.
- Several cash desks and numbering series
- Approval before cash is paid out
- Posting to accounting
Internal documents
Internal operations — reallocations, prescriptions, corrections — pass through the same steps as invoices and stay traceable.
- Your own types of internal documents
- Approval by the configured workflow
- History and attachments on every document
Business trips
From the trip request through approval to the expense report. The system calculates per diems and allowances and prepares the payroll basis.
- Request and approval before the trip
- Expense report with automatic allowance calculation
- Payroll export for all employees
Document acknowledgement
Send directives, meeting minutes and instructions to employees and see who has already acknowledged them. No signature sheet needed.
- Distribution with a deadline
- Acknowledgement in one click, even from the phone
- Overview of who has confirmed and who has not
Company directory
Suppliers and customers in one place, with data verified in the ARES register and the VAT payer register, including published bank accounts.
- Automatic completion from ARES
- VAT payer reliability and published accounts
- Shared across all modules
Modules are enabled as needed. Most organisations start with received invoices and add orders and contracts within a few weeks.
How it works
From PDF to a posted invoice in four steps
Shown on a received invoice — the other documents follow the same path. No step ends in an e-mail or on paper.
- 1
The document is entered once
You upload a PDF or a scan, or the invoice arrives straight into the shared mailbox. AI extracts the supplier, amounts, due date, account and line items; you just check them next to the preview.
- 2
The supplier is verified in registers
The data is compared with the ARES register and the VAT payer register — payer reliability and the published account. An unreliable payer or an unknown account shows up before anyone signs anything.
- 3
Approval by the organisation's rules
The invoice goes step by step — factual check, authorising officer, budget manager — exactly as your directive says. Every approver sees what waits for them and decides in one click, even from the phone.
- 4
Posting to accounting and the audit trail
The approved invoice is posted to the accounting system, no retyping. The document keeps a record of who decided, when and how — including notes and attachments.
Features
The details that make the difference in everyday work
Electronic document flow is simple only until the approver's holiday, an unreliable VAT payer or an invoice without an order comes along.
AI document extraction
From a PDF, a scan or a photo of a receipt the system reads the supplier, amounts, VAT, due date, bank account and line items. You only check them next to the document preview.
Verification in ARES and the VAT register
The supplier is completed from the ARES register; for a VAT payer, reliability and the published bank account are verified. You see an unknown account before you approve the invoice.
Tailored approval workflows
Steps, roles and limits follow your internal directive — differently per document book, department or amount. No fixed template.
Request → order → invoice
Documents are linked to each other and to contracts and spending commitments. You see the drawdown at any moment, not only at closing.
Shared invoice mailbox
Suppliers send invoices to one address. The attachment creates a new invoice by itself and waits for a check — nobody downloads or uploads anything.
Mobile app for Android and iOS
My tasks, document preview and approval in one tap. Photograph a receipt and the data fills itself in.
My tasks and notifications
Everything waiting for you, across agendas, on one list. Alerts in the app, by e-mail and on the phone — or as a daily digest.
Approver substitution
Hand approval to a colleague for a holiday or sick leave. Documents don't get stuck and the history shows who decided as a substitute.
Full history of every document
Who created the document, who approved or returned it and when, with what note and what changed. Nothing is deleted; everything is traceable years later.
Security and separated data
Every organisation has its own separate database. Two-factor authentication, permissions per agenda and document book, encrypted transfer and backups.
Accounting integration
Approved documents are posted to the Vario accounting system both ways. Without it the system works standalone and exports documents as ISDOC; other systems are handled individually.
Attachments and preview next to the data
The invoice PDF, a scanned delivery note or the signed contract sit on the document and open next to the form. You approve with the document in front of you.
Who it is for
Everyone in the organisation gets something out of it
Document flow is not one office's agenda. The application shows everyone exactly what they need — by role and by the organisation's settings.
Decisions without searching
- Documents for approval in one place, even on the phone
- Budget drawdown visible at any moment
- Financial control that stands up to an audit
Less retyping, more order
- Invoice extracted from PDF, supplier verified in registers
- The approved document posts itself to accounting
- History and attachments on every document
A few screens and done
- A request or a receipt from the phone within a minute
- They see what state their document is in
- They acknowledge a directive in one click
Traceability in a few clicks
- Who decided, when and how — on every document
- Separated roles under the public finance control act
- Several organisations of one founder on one platform
Built together with its users. UNISpis grew out of everyday work with documents in public organisations, and new features are added according to what their practice really needs. Direct contact with the developers, Czech support and no rigid templates.
Arrange a demoGetting started
We guide you from the first demo to full operation
Deployment needs no server of your own and no IT administrator. We recommend starting with one agenda and adding the others step by step.
- 1
Free demo
Online or at your place. In 30 minutes you see the whole life of an invoice on data that matches your organisation, and we answer your questions.
- 2
Set-up together with you
We go through your financial control directive and set up the approval workflows, users, document books and code lists accordingly. The set-up guide makes sure nothing is missing.
- 3
Pilot on invoices
One agenda, a small group of users, quick feedback. Training takes place on your real documents — a few hours is enough.
- 4
Expansion and operation
Based on the pilot you add orders, contracts, business trips or other agendas. Operation, backups and updates are on us.
FAQ
What people ask most often
Every organisation has its own separate database, so organisations' data never meet. Transfer is encrypted, sign-in can be protected by two-factor authentication and access is governed by permissions per agenda and document book. Data is in a secured cloud in the EU and backed up regularly. Records are never deleted irreversibly; the history stays readable years later.
No. With Vario, UNISpis works both ways — approved documents are posted straight to accounting. Without it the system works standalone and documents can be exported in the standard ISDOC format. Integration with other accounting systems is handled individually.
Technically you install nothing — the application runs in the browser and on the phone. Most time goes into setting up the approval workflows by your directive, which we do together with you. Typically you start with invoices within a few days of the first meeting and add other agendas gradually.
No IT specialist — operation, backups and updates are on us. Training takes place on your real documents and takes a few hours; a regular user needs only a few screens and the system shows them what waits for them. User manuals, quick guides and video tutorials are available.
Yes. The web application adapts to phones and tablets, and there is also a mobile app for Android and iOS — with a task overview, one-tap approval and receipt photos whose data fills itself in.
The price follows the size of the organisation and the volume of the agenda, so a small organisation pays little. The benefit is not only in the number of documents — even a few dozen invoices a month mean chasing signatures, retyping and proving things at an audit. That goes away regardless of volume.
The data is yours. Documents are continuously posted to your accounting system and invoices can be exported in the standard ISDOC format. When the cooperation ends we hand your data over in an agreed format.
Free demo
We would be glad to show you UNISpis
Leave us your contact and we will be in touch. We answer your questions and arrange a demo on data that matches your organisation — online via Teams or Meet, or at your place.
- We reply within one working day To the e-mail you give in the request, with a proposed date.
- The demo is free and non-binding In 30 minutes you see the whole life of an invoice from uploading the PDF to posting in accounting.
- We prepare a tailored quote By the size of the organisation, the volume of documents and the modules you want to use.
Prefer to write or call directly? info@unispis.cz