The invoice workflow, from incoming invoice to booking.
Incoming invoices move through a structured review and approval process and are then automatically handed over to your accounting system — faster, traceable and without media breaks.
Upload & automatic checks
Invoices arrive via upload, email or folder monitoring, and even scanner systems — without OCR. Readability and e-invoice conformity (ZUGFeRD, XRechnung, CII) are verified automatically.
AI-assisted pre-capture
The AI checks the amount and other header data on the invoice and makes pre-capture easier for the bookkeeper. In booking preparation it suggests accounts — primarily from earlier bookings for the same supplier — and takes the split and booking texts from the invoice line items.
Multi-step review
Departments review invoices digitally against purchase orders and delivery notes. Depending on the case, an invoice can pass through several review stages before approval.
Partial approvals
Consolidated invoices and delivery notes can be partially approved line by line and split across several cost centres.
Approval by amount threshold
Spending limits, deputisation rules and escalations control who approves and when. Not every invoice needs to escalate to management — approve on mobile or desktop with one click.
Booking preparation & handover to DATEV
Only once the bookkeeper has entered the booking record (booking preparation) are the booking suggestion, booking record and receipt handed over to DATEV — no duplicate entry. Further systems such as SAP are planned.
Incoming & outgoing invoices, dashboard
In addition to incoming invoices, outgoing invoices are a document type in the same workflow. After login, the dashboard shows open tasks and key figures — processing times are visible to administrators.
Credit card statements
Credit card statements as a document type of their own: the AI reads the statement and its transactions and automatically matches uploaded receipts to the transactions. Bookings run through a clearing account per credit card; the statement and every receipt are sent to DATEV as separate documents with a receipt link. Licensable as a module.
Convenience in pre-capture & booking
Warning for a strongly deviating document date, field-specific error messages, document view in a separate window and full keyboard operation of the booking preparation. A booking cut-off date per tenant prevents receipts from already closed years from still being sent to DATEV.
Audit-proof history
Every step is logged with a timestamp, person and context. Hash values on every file make subsequent changes reliably detectable — the history can be evaluated at any time.
The path of an incoming invoice
- 01
Upload
- 02
Pre-capture
- 03
Review (multi-step if needed)
- 04
Approval
- 05
Booking preparation & handover