All outgoing invoices are managed efficiently, prepared clearly and made available digitally so that you always have an overview and can react quickly.
The outgoing invoice workflow begins as soon as a completed invoice is sent from the ERP system to the processing portal. The invoice is available in a structured electronic format (e.g. xRechnung or ZUGFeRD) and is automatically received by the system. An automatic basic check is then carried out: completeness, customer data and duplicates are checked so that only correctly processed invoices are processed further.
Incorrect or incomplete invoices are stopped and corresponding notes are sent back to the ERP system or forwarded to the responsible employees for post-processing. At the end of these initial steps, a fully checked, error-free invoice is ready to be sent digitally to the customer.
Advantages of the automated outgoing invoice
Significant time savings in invoice processing
The outgoing invoice workflow significantly increases efficiency by taking invoices directly from the ERP system and processing them automatically. Manual processing is no longer necessary, invoicing is much faster and checks are carried out automatically, which saves time.
Quality & Compliance
The workflow ensures the highest quality and legal security. Completeness and plausibility checks reduce errors, legal requirements are complied with, duplicates are avoided and standardized formats such as xRechnung or ZUGFeRD are ensured.
Transparency & control
Every processing step is fully documented, the current status can be called up in real time at any time and all invoices can be monitored centrally. This gives you a complete overview of your outgoing invoices at all times.
Seamless integration & interfaces
The solution integrates seamlessly into your existing IT landscape. Direct ERP connection via standardized interfaces, automatic DMS archiving and flexible connectors to various customer systems ensure a continuous data flow without media disruptions.
Scalability & future-proofing
Regardless of whether you process 100 or 10,000 invoices per month. The system grows with your requirements. New invoice formats and legal changes are automatically imported so that you are always up to date.
Reduced operating costs
Less manual reworking, eliminated postage costs thanks to digital dispatch, reduced paper and printing costs as well as less personnel expenditure for routine activities reduce your overall costs in outgoing invoices in the long term.
Frequently asked questions about outgoing invoices
Our solution supports the two most important standards for electronic invoices: xRechnung (the German standard for public administration) and ZUGFeRD (hybrid format with XML data and PDF). For ZUGFeRD files, the system automatically extracts the embedded PDF for optimal display. In addition, classic PDF invoices can be processed and converted into the digital formats.
Our system performs a multi-stage validation: First, all legally required mandatory fields are checked (name/address, VAT numbers, invoice amounts, tax rates, etc.). Then a duplicate is recognized based on the invoice number, vendor and year. Finally, the customer data is validated to ensure correct delivery. In the event of errors, the process is automatically stopped and you receive a detailed error message.
In addition to our tried-and-tested Proalpha integration, we support all common ERP systems such as SAP, Microsoft Dynamics, Sage, DATEV and many more. The connection is made via standardized interfaces (REST APIs, XML, JSON) or individually developed connectors. Our team of experts will analyze your existing ERP landscape and develop the optimal integration strategy for your outgoing invoices.
In the event of transmission errors, our multi-stage error handling system takes effect: technical errors are automatically reported to the IT managers, content-related problems to the specialist departments. Each error is given a specific error code and a detailed description. The current status is transmitted to your ERP system in real time so that you are always informed about the processing status. In the event of critical problems, authorized power users can intervene manually and restart processes.
Free digitization consultation
Let us show you in an appointment how you can gain transparency through intelligent automation and make your processes future-proof.
Your competitive edge is just one step away!
Free of charge and without obligation, we will show you how you can use clever automation to better manage EU regulations and reduce risk for your company.
