# EzeFlow

> EzeFlow is online software for South African businesses that takes supplier payments from request to approval to bank file. Staff submit payment requests with the invoice attached, the number of approvers the company chooses must approve, questions are answered on the request, and a bank team exports a checked FNB Online Banking Enterprise payment file. Every step is signed in, timestamped and logged. EzeFlow never moves money: FNB authorisers release the payments.

Made in South Africa by EzeMind (https://ezemind.ai/). Hosted in Johannesburg, South Africa. Web app plus an Android app. Company accounts can hold several organizations (branches or companies); users only see their own organizations.

## Main pages

- [Home](https://ezeflow.co.za/): Overview, how it works, pricing summary and FAQ.
- [Features](https://ezeflow.co.za/features): Full list of what EzeFlow does today.
- [Pricing](https://ezeflow.co.za/pricing): Plans in rand, plan comparison and billing FAQ.
- [Android app](https://ezeflow.co.za/mobile): What the app does and how to install it.
- [Security](https://ezeflow.co.za/security): Sign-in, access, encryption of bank details, audit log, hosting.
- [About](https://ezeflow.co.za/about): Who makes EzeFlow.
- [Contact](https://ezeflow.co.za/contact): Sales and support.
- [Live demo](https://ezeflow.co.za/demo): A demo company with sample data, no sign-up.

## Features

- [Approvals & audit trail](https://ezeflow.co.za/features/approvals): Set how many people must approve. Every step is signed in, timestamped and logged.
- [FNB bank payments](https://ezeflow.co.za/features/bank-payments): Supplier master file, checks against your FNB beneficiary list and a ready-to-import FNB CSV.
- [Notes, @tags & alerts](https://ezeflow.co.za/features/notes-mentions): Reviewer and requester notes, @tag a colleague, and a notification bell instead of WhatsApp.
- [Organizations & roles](https://ezeflow.co.za/features/organizations): Each user sees only their own organizations. Built-in and custom roles with 24 permissions.
- [Documents & smart search](https://ezeflow.co.za/features/documents-search): Documents sorted and renamed automatically. Search in plain words, English or Afrikaans.
- [Reports & exports](https://ezeflow.co.za/features/reports): Turnaround times, trends and red flags. Totals per currency. CSV, PDF and Excel.

## Industries

- [Automotive & dealerships](https://ezeflow.co.za/industries/automotive-dealerships): Parts orders, supplier settlements, imports and stock deposits across branches.
- [Construction & engineering](https://ezeflow.co.za/industries/construction-engineering): Site purchases, subcontractors and equipment hire, captured on site and approved at head office.
- [Healthcare groups](https://ezeflow.co.za/industries/healthcare-groups): Several practices, locums and medical stock, each practice kept separate.
- [Multi-branch retail](https://ezeflow.co.za/industries/multi-branch-retail): Store purchases and supplier payments with one clean month-end for group finance.
- [Agriculture & logistics](https://ezeflow.co.za/industries/agri-logistics): Fuel, depot purchases and field call-outs submitted from the road.

## Guides

- [How to set up a payment approval process in South Africa](https://ezeflow.co.za/guides/payment-approval-process): Who may request, who approves, what evidence you keep, and how to prove it at audit time.
- [FNB bulk payments from a CSV file: a step-by-step guide](https://ezeflow.co.za/guides/fnb-bulk-payment-csv): How the FNB Online Banking Enterprise payment import works and how to avoid rejected lines.
- [POPIA and payment records: what finance teams should keep](https://ezeflow.co.za/guides/popia-payment-records): Supplier bank details, invoices and approvals are personal information. Handle them properly.
- [Why WhatsApp and email approvals fail at audit time](https://ezeflow.co.za/guides/replace-whatsapp-approvals): The five gaps auditors find, and what a proper approval trail looks like instead.

## Key facts

- Pricing (South African rand, per month): Free R0 (2 users), Starter R499, Professional R999, Enterprise R2 499. Yearly billing = 10 months (two months free).
- Free trial: 7 days on paid plans, no credit card. Billing through PayFast.
- Approvals: the company sets how many different people must approve (1-10); "partially approved" until reached; rejection returns the request with a reason. There is no routing by amount or category.
- FNB bank payments (Professional and Enterprise): supplier master file with change history and encrypted account numbers, comparison with the FNB beneficiary export, checks before finalising, FNB Online Banking Enterprise CSV with hash total, manual capture list.
- Notes and alerts: reviewer and requester notes on each payment, @tag colleagues, notification bell, email alerts. No phone push notifications.
- Documents: PDF, JPG, PNG, Word, Excel up to 25 MB, sorted and renamed automatically; smart search in English and Afrikaans with totals per currency.
- Security: two-factor sign-in (emailed code or authenticator app) with recovery codes, can be required for finance and admin roles; account lockout; session timeout; audit log; hosted in South Africa.
- Reports: turnaround, trends, red flags; CSV export on all plans, PDF and Excel on Professional and Enterprise. Currencies are never added together.
- Mobile: Android app (submit, photograph documents, approve). On iPhone use the website.
- Not offered: SSO, customer IP allowlisting, custom branding, direct bank connections, accounting-software integrations (CSV export only).

## Common questions

- **Can I set different approvers for large amounts?** Not today. EzeFlow uses one rule per company: the number of different people who must approve. Who can approve is decided by role permissions and organization access.
- **Can someone approve from their phone?** Yes. Approvers can open and approve requests in the Android app or in the browser on any phone.
- **What happens when a request is rejected?** It goes back to draft with the rejection reason, and the requester can fix it and submit again. Each rejection stays in the history.
- **Is there a record of who approved what?** Yes. Every approval, rejection, edit, payment and export is logged with the person and the time, and the audit log can be filtered and exported.
- **Does EzeFlow connect to my bank account?** No. EzeFlow has no access to your bank. It creates a file that your team imports into FNB Online Banking Enterprise, and FNB stays the final control.
- **Which banks are supported?** The payment file is built for FNB Online Banking Enterprise. Payments to other banks work fine in the file as long as FNB accepts them; anything that cannot go into the file is listed for manual capture.
- **How does it protect against changed bank details?** Supplier details live in a master file with a full change history. A batch warns when a supplier's details changed after the payment was approved, and when the supplier is not on your latest FNB beneficiary list.
- **Can each organization pay from its own FNB account?** Yes. Batches are built per organization, and each organization has its own paying account.
- **Do tagged colleagues get an email?** Tags show in the notification bell today. Email alerts cover submissions and status changes.
- **Can a tagged person see other payments?** No. A tag opens only that one request for them.
- **Are notes part of the audit trail?** Yes. Notes stay on the request with the author and time, and are not lost when the request is approved or paid.
- **Can one person work for two branches?** Yes. Assign them to both. They can switch between them or see both together.
- **Does a finance person see all branches?** Only if you assign all branches to them. Finance and admin roles follow the same organization rules as everyone else.
- **Can the company name differ from the organizations?** Yes. The company is the account; organizations are the branches or companies inside it.
- **Can I require documents before a request is submitted?** Yes. Set a minimum number of documents and requests cannot be submitted without them.
- **Does EzeFlow read the text on invoices?** The Android app can scan a document and send its text with it. The website stores what you upload.
- **Who can see a document?** The same people who can see the payment: its requester, people with access to that organization, and colleagues tagged on it.
- **Can I import the export into my accounting package?** Yes, as a CSV file. There is no direct connection to accounting software.
- **Are rands and dollars ever added together?** No. Every total is per currency.
- **Can a branch manager see head office numbers?** No, unless they are assigned to head office. Reports only include the user's organizations.