Reading invoices, matching them against purchase orders and delivery notes, pre-coding them and passing them to DATEV: an agent takes care of that. Your team only reviews what is above your thresholds or does not match.
This work comes back every week, and nobody was hired for any of it.
- 01
Retyping
Supplier, invoice number, line items and tax rates are copied from PDFs by hand.
- 02
Matching
Invoice, purchase order and delivery note sit in three systems and are compared one by one.
- 03
Chasing
Missing receipts, pending approvals and overdue payments all need reminders.
- 04
Allocating
Incoming payments without a clean reference have to be matched to the right invoice.
From now on, your accounting team only sees the documents where something does not add up.
Each of them can be started on its own. Critical steps go to a person for approval.
- 01
Incoming invoices with pre-coding
Invoices from the inbox are read, checked and suggested with account and cost centre.
- 02
Documents to DATEV
Document and booking proposal are passed to DATEV or your accounting software.
- 03
Preparing dunning
Overdue items are identified, the payment reminder drafted and submitted for approval.
- 04
Checking travel expenses
Receipts are checked against your travel policy, and deviations are flagged.
- 05
Matching payments
Incoming payments are matched to open invoices, even when the payment reference is incomplete.
- 06
Requesting missing receipts
If a card payment has no receipt, a reminder goes to the right person.
This is how an agent works on a typical case. An example of the approach, not a reference.
Input
PDF invoice arrives by email at accounts@
Result
Booked document with audit trail
- 1
Read
Supplier, invoice number, line items, amounts and tax rates are recognised.
- 2
Check
Matched against purchase order and delivery note. Deviations are flagged.
- 3
Pre-code
Account and cost centre are suggested based on your previous bookings.
ApproveHuman decides
Above your threshold, the invoice goes to a person with a reason.
- 5
Hand over
Document and booking proposal land in DATEV or your accounting system.
Typical systems in this area. We check others in the initial call.
- DATEV
- lexoffice
- sevDesk
- SAP
- Microsoft 365
- Outlook
- Gmail
Scale
The complete department workflow
If incoming invoices, dunning and payment matching are to run together, that is a department workflow with two to three connected systems.
If it is only about incoming invoices, the Starter package is enough.
- Agent system for an entire department
- Connection of two to three core systems
- Ongoing optimisation, monitoring and server costs
Does this replace our tax adviser?
No. The agent prepares documents and booking proposals. The tax assessment and responsibility for the bookkeeping remain with you and your tax adviser.
Does it work with DATEV?
Yes. DATEV is the accounting platform most tax advisers in Germany work with, and documents and booking proposals are passed to it. Which route suits your case we clarify in the audit, based on your setup.
What about GoBD and record retention?
GoBD are the German rules for proper digital bookkeeping and record retention. The agent does not alter documents. Original, booking proposal and check log are filed. How this fits into your process documentation we agree with you and your tax adviser.
What happens with illegible documents?
If the agent is not sure, it does not guess. The document goes to a person with a note and is only processed further after approval.
In the initial call we look at one concrete process and tell you honestly whether and how it can be automated. 30 minutes, free of charge, by video, in English or German.