Invoices arrive by email, as PDFs, as scans or as e-invoices. An agent reads each one, matches it with the purchase order and delivery note, suggests account and cost centre and hands it over to your accounting. Your team only sees the cases where something does not fit.
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 by hand from the PDF.
- 02
Formats
PDF, scan, XRechnung and ZUGFeRD arrive mixed and are handled differently.
- 03
Matching
Purchase order, delivery note and invoice sit in different systems and are compared one by one.
- 04
Approvals
Invoices wait in one person's inbox until they find time to approve them.
Your accounting team only sees the invoices where something is wrong.
Each of them can be started on its own. Critical steps go to a person for approval.
- 01
Collect invoices from the inbox
The agent reads the invoice inbox and recognises invoices, credit notes and reminders.
- 02
Process e-invoices
XRechnung and ZUGFeRD are processed just like PDFs and scans.
- 03
Three-way match
Invoice, purchase order and delivery note are compared, deviations in quantity or price are flagged.
- 04
Pre-coding
Account, cost centre and tax code are suggested based on your previous bookings.
- 05
Approval by threshold
Above your amount limit, the invoice goes to the responsible person with a reason.
- 06
Hand-over to accounting
Document and booking proposal land in DATEV, lexoffice, sevDesk or your ERP.
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
Starter
One core process, properly automated
Incoming invoices are a clearly defined process with one input and one target system. That makes them a typical first process.
If dunning and payment matching should run as well, the Scale package fits.
- One central process, such as incoming invoices or enquiries
- Connection to one existing system
- Maintenance, fine-tuning and server costs included
Does this work with e-invoices too?
Yes. XRechnung and ZUGFeRD are read directly, PDFs and scans via text recognition. All formats end up in the same process.
What happens if the agent cannot read an invoice reliably?
It does not guess. The invoice goes to a person with a note and is only processed further after review.
Does it pay invoices automatically?
No. The agent prepares the booking and approval. Payments are still triggered by you, or by your accounting software after your approval.
Is this compatible with GoBD?
The agent does not change any documents. Original, booking proposal and audit trail are stored. How this fits your process documentation is agreed with you and your tax adviser.
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.