Reference

Frequently asked questions

Short answers to common questions about files, documents, procurement processes, rights and languages, each pointing to the detailed article.

Last reviewed October 30, 2026 · Version 2026.10

Here you find short answers to questions that often come up when working with FlowEngine. Each answer points to the article that covers the topic in detail. Some of these articles can only be read after signing in.

Some areas of FlowEngine, in particular the procurement process pages, are labeled in German in the English interface as well. Where an answer names such a label, it is quoted in German with an English explanation.

Which file formats can I give to FlowEngine?#

FlowEngine accepts PDF, JPEG and PNG on all channels and processes them automatically. In the browser, you can also upload Excel files, which FlowEngine evaluates as well. Word files are stored but not recognized. Which formats are permitted in the mobile app and through other intake channels differs per channel.

Why is my file over 20 MB rejected?#

The upload field in the browser and the mobile app accept at most 20 MB per file. This limit currently applies even if your administrators have set a higher upload size in the security policies. Make the file smaller or split it, for example by creating a scan with a lower resolution.

Where do I find my document?#

Documents lists all documents you are allowed to see. The search there finds documents by file name. To search for a document number or a supplier, use the search under Orders, the procurement processes. The Upload page shows the progress of files you have just uploaded. If a document is missing entirely, you may not be responsible for it; administrators see all documents of the company.

Why was a document not assigned to a procurement process?#

After processing, FlowEngine assigns a document by document numbers and references to other documents. It only creates a new process for a request. An offer or an order without a matching process therefore stays unassigned. If a document fits several processes, FlowEngine assigns it to none of them and marks it as "Mehrfachtreffer" (multiple match). In both cases, you assign the document yourself with Dokument zuordnen (assign document).

Why can't I see a particular procurement process?#

Members see the processes they created or are responsible for; administrators see all processes of the company. Processes that FlowEngine created from a request received by email or through the document interface have no creator. At first, only administrators see them, until they are assigned to someone. In that case, ask your administrators to assign the process to you.

Why is a process back in "Konflikt" after a recalculation?#

With Als abgeschlossen markieren (mark as completed), or by accepting all deviations of a comparison, a process is set to Abgeschlossen (completed). However, FlowEngine calculates the status again from the documents with every recalculation and with every new or removed document. Accepted deviations still count. If they persist, the process is back in Konflikt (conflict) afterwards. Therefore, check the status again after every change to the process.

What is the difference between document comparison and offer comparison?#

The document comparison belongs to a procurement process. It puts up to three documents of that process side by side, for example an order and its order confirmation, and shows deviations; it does not create a ranking. The offer comparison is a separate area of the application. It evaluates several offers by price, costs and further criteria and records a decision. It is only available if it is enabled for your company. The two functions do not affect each other.

Which ERP systems can FlowEngine connect to?#

FlowEngine transfers data to SAP S/4HANA and to Odoo from version 19, in each case as a supplier invoice, and creates posting batches for DATEV as an export file; there is no online connection to DATEV. In addition, there are REST APIs, OData services and file exports as CSV, Excel or JSON. Some of these are marked as experimental, and the operator of your installation enables SAP, Odoo and DATEV individually. FlowEngine does not read any data from the ERP system. Test every connection with your own system before productive use.

What may a company administrator do, and how does one become one?#

Administrators see and edit all documents and procurement processes of the company. They manage members, security policies, AI processing, reminders, integrations and intake addresses. Whoever creates a company with Sign up becomes its first administrator. An administrator turns other people into administrators with Make administrator; this currently cannot be undone. Only the operator can enable functions and connectors or deactivate a company.

Who can see my documents?#

Within your company, a document is visible to the responsible person, the administrators and, read-only, to the person who submitted it and the person responsible for the related procurement process. Other members do not see it. Exceptions currently apply to offer comparisons, if the function is enabled, and to missing document reminders: everyone in the company sees both. System administrators of the operator can technically open the documents of all companies.

Can I take back an approval?#

Yes, as long as the document has not yet been transferred to an ERP system successfully. Click Freigegeben (approved; shown in German in the English interface as well) in the detail view, or choose Remove approval in the document list. The responsible person and the administrators may do this.

What does "Needs review" mean for a value?#

The recognition was uncertain about this value. Compare it with the original document and correct it if necessary before you approve the document. Even a high recognition confidence of the whole document does not guarantee that every value is correct.

Is FlowEngine also available in English?#

Yes. You set the interface language under Settings → Language & appearance for each browser. Some areas are still labeled in German in the English interface, in particular the procurement process pages. FlowEngine does not translate the content of your documents automatically. This documentation appears in English as soon as the English version of an article has been reviewed.

Where do I find help with errors?#

The most important areas have their own troubleshooting articles, for example Fix processing errors, Troubleshoot procurement processes and Solve administration problems. On some pages of the application, a question mark next to the page title leads directly to the matching article. Your administrators answer questions about permissions and settings; for disruptions of the installation, contact your FlowEngine representative.