Digital Invoice Processing
Digital Invoice Processing
Manual invoice processing costs time, causes errors and ties up your best people with typing work. With DocuWare we automate the entire process: invoices arrive by email, scan or e-invoice, are read with AI, verified and approved digitally — and land fully coded in your accounting system. Archived audit-proof, findable at any time.
How your invoices will flow
Capture without typing
Incoming invoices are captured automatically — by email, scan, upload or as e-invoices (ZUGFeRD, XRechnung, Peppol & co.). AI-supported recognition (e.g. natif.ai) reads vendor, amounts, line items and invoice number and indexes the document completely.
Verification and approval — digital and traceable
The invoice runs through your defined approval workflow: functional verification, account assignment with cost centers and cost units, multi-level approval, optional payment block. Every step is logged — including substitution rules during vacations.
Handover to your accounting
Approved invoices go to your accounting or ERP system automatically — without duplicate data entry:
- DATEV — document and posting record as a ready-made package
- BMD and RZL — for your accounting team or your tax advisor
- EuroFib — as a ready posting batch, with posting data synchronized back
- SAP, Business Central and further systems
Archived audit-proof
All documents are stored audit-proof and GDPR-compliant — with stamps, annotations and the full history. During an audit every document is found in seconds, including its approval trail.
Five steps to automated accounting
From the inbox to the accounting system — without media breaks.
Capture
Invoices enter the system automatically — by email, scan, upload or e-invoice.
Data extraction
AI reads amounts, vendor and line items — the document is fully indexed.
Verification & approval
The right people verify, code and approve digitally — traceable and audit-proof.
Handover & archive
The approved invoice goes to your accounting automatically and is archived audit-proof.
At a glance
- AI-supported capture — no typing
- E-invoicing included (ZUGFeRD, XRechnung, Peppol, FINA, KSeF)
- Multi-level approval with account assignment and payment block
- Handover to DATEV, BMD, RZL, EuroFib, SAP and more
- Audit-proof, GDPR-compliant archiving
- Every document findable in seconds, approval trail included
Frequently asked questions
How long does the rollout take?
A typical invoice workflow for an SME is productive within a few weeks — depending on approval levels and connected systems. We start with the core process and extend step by step.
Does it work with our accounting system?
Very likely yes: we have ready-built connections to DATEV, BMD, EuroFib and further systems — and build custom interfaces via the DocuWare REST API if yours is not among them.
What about paper invoices?
They are scanned and run through the same workflow as electronic invoices — with barcode support and automatic assignment via our scan import if desired.
Can several companies run through one process?
Yes — clients are cleanly separated, from capture through approval to the handover to each company’s accounting.
Automate your invoice processing now
We will show you your invoice’s journey — from inbox to posting, live with real examples.
Contact us now