Digital invoice processing

With digital and automated invoice processing, you save both time and money. Faster processing reduces transaction costs, while location-independent invoice verification speeds up workflows. You can also fully digitalise the handover of processes to your accountant. Centralised access to documents in our archive increases transparency across departments. Quick, easy, and legally compliant invoice archiving ensures a seamless process without any media disruptions.

Invoices arrive at a company through various input channels. If they are not yet in digital form, they are first digitised. This is followed by data extraction — the actual invoice recognition. The invoice information is read and matched with your (supplier) master data. Next comes the digital review and approval workflow, followed by transfer to the financial accounting or ERP system, where the invoice is finally posted. In addition, the invoice is stored in an audit-proof archive.

We generally offer a standard approval workflow consisting of distribution, factual review, approval, and accounting. Both the workflow, including the sequence of steps, and the conditions under which an invoice moves to the next review stage can be customised. Approval limits can also be tailored individually. Multiple approval steps with specific limits can be created, or a matrix can be set up for automatically assigning responsible reviewers.

For PDF invoices, this is done using OCR, which stands for “Optical Character Recognition.” OCR captures all the characters on the invoice during digitisation. Using rules and patterns, it extracts key information such as the invoice date, amount, VAT ID, and other relevant details. In combination with artificial intelligence and by using master data, additional data can be derived or validated based on these extracted details. For electronic invoice formats, all data is immediately machine-readable and can be directly transferred into the subsequent processing workflow.

By default, the software interface supports German, English, Portuguese, French, Chinese, Danish, Italian, Croatian, Dutch, Polish, Serbian, Slovak, Spanish, and Czech. Many additional languages are available for invoice recognition. Furthermore, project-specific extensions can be implemented.

Paper invoices can be destroyed if the digital process is classified as GoBD-compliant. This is generally expected with our system, but it must be confirmed by an auditor. A procedural instruction must be created, including technical documentation and further explanations of the invoice processing workflow, which serve as the basis for the auditor’s assessment. Our application has received a software certification according to IDW PS880, confirming that, when used correctly, documents can be stored online in an audit-proof manner. For more information on security, please visit our website. You can decide which documents or folders you wish to archive in a legally compliant, GoBD-compliant way.

Digitalising invoices offers several benefits: it simplifies archiving and quick access to documents, reduces paper usage, and increases efficiency in managing your finances. Additionally, it enhances data security through backup options and makes it easier to comply with legal retention requirements through organised storage.