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RFI Software - Collect, Review, & Convert Vendor Invoices

Collect vendor invoices in the right format, every time.

Use structured RFI links to collect and review invoice details, and convert approved invoices into purchase records faster.

RFi Software Refrens
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3 Lakh+
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Refrens is ISO Certified
ISO Certified
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Mobile-App
Mobile App
Android & iOS
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4.8/5 Rating
17,000+ Reviews
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Made in India
Built for Indian Businesses

Collect Vendor Invoices through Structured RFI Workflows

Create RFI Links - Refrens
Custom RFI Links
Collect vendor invoices in a structured format

Create custom RFI links and share them with vendors as needed, ensuring all required details are collected in a standardised format.

Create different RFI links for vendor categories, departments, projects, services, or purchase requirements.

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Custom Invoice Fields & Columns - Refrens
Custom Invoice Fields & Columns
Define what vendors need to submit

Add the required invoice fields, like PO number, name, GST details, item description, quantity, rate, and other details, as per your business needs.

This helps your team receive complete invoice data up front, rather than chasing vendors for missing information later.

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Suggested Purchases Dashboard - Refrens
Centralised Dashboard
Review every submitted invoice in one place

Invoices submitted through RFI links appear under the Suggested Purchases Dashboard in Refrens.

Your team can check invoice details, tax breakup, line items, attachments, vendor data, and PO references before taking action.

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Invoice Review & Purchase Conversion - Refrens
Invoice Review & Purchase Conversion
Accept valid invoices and convert them into purchases

Review each vendor invoice before it enters your purchase records.

Once accepted, Refrens converts the invoice into a purchase record, keeping vendor invoices, purchases, payments, and accounting connected without duplicate manual entry.

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Vendor Invoice History and Payment Tracking - Refrens
Vendor Invoice History & Payment Tracking
Keep invoice records connected to vendors

Every accepted invoice stays connected with the right vendor profile.

Track submitted invoices, purchase history, payment status, pending and paid bills, vendor statements, and ageing reports from one place.

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Simplifying Vendor Invoice Workflows for Teams

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Everything You Need to Manage RFIs

Multiple Sharing Options
Shareable RFI LinksCreate and share Request for Invoice links with vendors to collect invoices in a structured format.
Custom Customisation for Documents
Custom Invoice FieldsCollect required invoice details like item/service description, quantity, rate, tax amount, and custom fields.
Payment Reminder
Vendor Invoice CollectionVendors submit invoices directly via RFI links rather than sending incomplete invoices via email, chats, PDFs.
Track Your Purchases
Suggested PurchasesView invoices submitted by vendors under Suggested Purchases and review them before accepting or rejecting.
Manage item bundles for sales
Accept or Reject InvoicesApprove valid invoices and reject incorrect, incomplete, duplicate, or non-compliant submissions before they become purchase records.
Quotation to Invoice Generator
1-Click ConversionConvert accepted vendor invoices into purchase records and keep invoice data connected with purchases, expenses, payments, and accounting.
Vendor Approval WorkflowRoute invoice submissions, purchases, expenses, or payments through the correct internal approval workflows.
Vendor KYC & VerificationVerify PAN, GST, bank details, legal name, and vendor status before processing invoices or payments.
Comprehensive Document Management
Vendor DocumentsStore contracts, agreements, GST/PAN documents, bank proof, compliance documents, and invoice attachments against the correct vendor profile.
Track Payment Time
Payment TrackingTrack pending bills, paid bills, advances, vendor balances, payout history, and payment status from one place.
Insightful invoice reports
Vendor & Payables ReportsTrack vendor statements, dues, advances, ageing, GST, TDS, HSN/SAC, purchases, payables, and accounting reports from structured invoice data.
Inventory management with barcode scanning
OCR for Vendor InvoicesUpload or scan vendor invoices and reduce manual data entry while recording expenses and purchases.
Multiple business & users
Team CollaborationInvite finance, procurement, operations, management, and CA teams to review invoices, purchases, payments, and reports with controlled access.
Cloud-based inventory access anywhere
Secure Cloud AccessAccess all information from web or mobile, with secure cloud storage, permissions, and controlled team access.
AI AssistantUse Freya to get quick insights into vendors, payables, expenses, payments, accounting, and business records.
vendor pipeline
Full Vendor Invoice LifecycleManage the complete flow from vendor onboarding, invoice request, submission, review, approval, purchase conversion, payment, and reporting.
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Trusted by 300k+ Businesses Worldwide

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Who Needs Refrens RFI Software?

Finance Teams
Finance teams need complete invoice details before recording purchases, processing payments, and closing books.

Refrens helps collect invoices in a standard format with required fields, tax details, vendor information, attachments, and payment details.

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Procurement Teams
Procurement teams often need to collect invoices against purchase orders, projects, branches, departments, or delivery milestones.

Refrens helps them collect invoice details in a structured way and keep every vendor submission connected with purchases and approvals.

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Refrens accounting for traders and distributors
Multi-Vendor Businesses
When multiple vendors submit invoices in different formats, finance teams spend extra time checking missing details and following up.

Refrens’ RFI links help vendors submit invoices in the format your business needs.

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Manufacturers & Product-Based Businesses
Manufacturers work with raw material suppliers, job workers, machinery vendors, packaging vendors, logistics vendors, and service providers.

Refrens helps collect purchase invoices, connect them with inventory, and track vendor payments and stock movement.

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Internet, SaaS, and Service Companies
SaaS, IT, media, and service companies work with software vendors, agencies, consultants, cloud providers, and recurring service partners.

Refrens helps collect invoices, store contracts, track expenses, define payment terms, and maintain vendor-wise payables.

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Inventory and Billing for Retailers
Wholesale, and Distribution Businesses
Wholesalers and distributors need accurate vendor invoices for stock purchases, packaging, logistics, and operating expenses.

Refrens helps standardise invoice submissions and keep purchases, payments, inventory, and accounting connected.

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Business Incorporation
Businesses With Approval-Based Payment Processes
Companies where invoices must be reviewed by different department heads, multiple teams, or management need a clear approval trail.

Refrens helps route vendor invoices and related purchase/payment workflows through structured approvals.

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Companies Working With Freelancers, Creators, & Contractors
Businesses working with freelancers, creators, trainers, consultants, agencies, or contractors often receive recurring invoices at scale.

Refrens helps collect invoice data, bank details, tax details, service descriptions, and attachments in one organised flow.

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What Goes Wrong When RFIs Are Not Structured

Incomplete Invoice Details

Vendors may miss PO numbers, GST details, HSN/SAC, delivery details, payment terms, or required attachments, leading to repeated follow-ups.

Different Invoice Formats

Every vendor may send invoices in a different format. Finance teams then spend time reading, checking, correcting, and entering invoice data manually.

Delayed Invoice Processing

Missing information, unclear line items, wrong tax details, and incomplete supporting documents delay approvals and payments.

Duplicate or Incorrect Invoices

Without a structured system, duplicate invoices, wrong vendor details, wrong invoice numbers, and incorrect amounts can enter the purchase workflow.

Scattered Communication

Invoice details often sit across emails, chats, calls, attachments, and spreadsheets. Teams waste time finding the latest version.

More manual follow-ups

Without a standard invoice format, vendors often need repeated follow-ups for missing details or corrections, slowing every team involved.

Weak Approval Trail

When invoice reviews happen manually, it becomes difficult to know who approved, who rejected, what changed, and why the invoice is pending.

Messy Accounting Records

Incorrect vendor invoice data affects purchases, expenses, GST, TDS, ledgers, payable reports, vendor ageing, and reconciliation.

Poor Vendor Payment Visibility

Vendors follow up for payment status when there is no clear view of submitted invoices, approved invoices, pending bills, and payment history.

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Frequently Asked Questions (FAQ)

Refrens is a leading platform designed to manage various aspects of business operations, including invoicing, accounting, expenses, inventory, sales, and more. Trusted by over 1.5 lakh businesses in 178 countries, Refrens supports daily business activities with ease.

RFI stands for Request for Invoice. In Refrens, RFI helps businesses create shareable invoice request links so vendors can submit invoices in a structured format.

You create an RFI link, configure invoice headers and columns, share the link with vendors, and collect invoice submissions directly in Refrens. Your team can review each submission and accept or reject it.

You can customise invoice headers, invoice columns, field names, field types, and required invoice information based on your business process.

Vendor invoices submitted through RFI links appear under Suggested Purchases in Refrens.

Yes. Your team can review vendor invoices and decide whether to accept or reject them before they become purchase records.

When you accept a vendor invoice, Refrens converts it into a purchase record and shows it in your Purchase Dashboard.

Yes. RFI links help collect required invoice details upfront, reducing repeated follow-ups for missing GST details, PO references, line items, attachments, or payment information.

Yes. You can create different RFI links based on vendor category, department, branch, project, service type, or invoice process.

Yes. Once invoices are converted into purchase records, Refrens helps track pending bills, paid bills, advances, outstanding balances, payout history, and vendor statements.

Yes. Refrens supports approval workflows for purchases, expenses, payments, and vendor-related processes, helping teams review invoices before payment or accounting.

Yes. Accepted invoices can be connected with purchases, expenses, ledgers, vouchers, reports, and reconciliation workflows.Moreover, Product-based businesses can connect accepted purchase invoices with inventory to track stock movement, warehouses, batches, and serial numbers where required.

We prioritize the security and privacy of your data. This trust is why over 150,000 businesses globally rely on Refrens to manage their business operations. For details on our privacy policy, please visit Refrens Privacy Policy.

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