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    Different ways of receiving invoices

    Companies receive invoices in many ways, by email, via digital interfaces such as EDI or directly from public authorities. Each incoming invoice can have different formats and data structures, which makes invoice receipt time-consuming and error-prone without automated processes.

    With our digital invoice processing, all incoming invoices are centrally recorded, automatically processed and standardized. This means that the data can be used immediately, the process is transparent and employees are relieved. From receipt to transfer to the ERP system, our system ensures that the entire invoice receipt process is efficient, traceable and digital.

    Digital input channels for every incoming invoice
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    E-mail integration for your incoming invoice

    • Automatic extraction from e-mail attachments
    • Support of all common file formats
    • Immediate start of validation after invoice receipt
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    EDI interfaces for incoming invoices

    • SOAP web service, HTTPS, SFTP
    • X.400, OFTP2 with full encryption
    • Direct incoming invoice transfer from business partners
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    Authorities portal

    • Secure transmission from public authorities
    • Standardized formats for incoming invoices from public authorities

    AI-supported OCR for intelligent incoming invoice recognition

    Automatic data extraction from PDF documents

    Our advanced OCR (Optical Character Recognition) technology combined with artificial intelligence automatically extracts all invoice-relevant data from your incoming invoices. The system processes various file formats - PDF, TIFF, PNG, JPG, GIF and WEBP - and converts them into structured, machine-readable data for further automated processing.

    The AI-supported data extraction captures precise data:

    • Invoice bases: invoice number, document date and terms of payment
    • Business partner information: Complete supplier and recipient data including addresses
    • Invoice items: Detailed recording of quantities, prices and item descriptions
    • Financial information: Net, gross and tax amounts as well as specific tax rates

    Classification of incoming invoices

    Our system automatically recognizes the invoice type and assigns each incoming invoice to the appropriate process:

    • RMB (invoice with purchase order reference): Is matched directly with the purchase orders.

    • ROB (invoice without purchase order reference): Is routed to the appropriate internal processes.

    • Other types: Credit notes, partial or down payment invoices are correctly assigned.

    This classification ensures that every incoming invoice is processed on the correct workflow path - either fully automatically or with manual additions if required.

    Core functions of the incoming invoice
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    Central recording of all incoming invoices

    All invoices come together in one central location, regardless of the channel. This gives companies complete transparency about their incoming invoices at all times . No document is lost, every invoice is traceable and can be transferred directly to other processes. This not only simplifies internal administration, but also supports adherence to compliance requirements.

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    Automatic data capture with OCR & AI

    No matter whether paper, PDFs or images: Our system automatically recognizes all relevant data of an incoming invoice. Using OCR and AI, invoice information is precisely read, checked and processed in a structured manner. This completely eliminates the need for manual typing, the data is immediately available in a processable form and the entire workflow is significantly accelerated. This saves time, reduces errors and enables fast, efficient invoice management.

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    Automatic testing and validation

    Every incoming invoice is checked for completeness, plausibility and consistency. The system automatically recognizes discrepancies or missing information and informs the responsible employees. This means that ambiguities can be dealt with in a targeted manner, while invoices that have been submitted correctly are processed fully automatically. This ensures maximum security, minimizes delays in invoice receipt and significantly reduces the workload of the team.

    Your measurable benefits
    IL standards requirements

    Multi-stage validation

    Automatic check of supplier master data, plausibility, order reference and goods receipt

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    Legally compliant audits

    Automatic validation in accordance with the Value Added Tax Act (UStG) and European standard EN16931

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    Complete traceability

    Complete audit trail from invoice receipt to final ERP posting

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    Flexible process design

    Configurable approval workflows with individual value limits and user groups

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    Intelligent error handling

    Automatic to-do creation in the event of deviations with targeted error messages

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    Free digitization consultation

    Let us show you in an appointment how you can gain transparency through intelligent automation and make your processes future-proof.

    Arrange a consultation