Electronic Invoice Workflow

Digital and flexible processing of incoming invoices while considering important compliance aspects and legal requirements. Learn more about the implementation and benefits of each step of the process.

  • Process all common invoice formats (XML, PDF, scans, etc.) right away
  • Quick implementation with no prior training required

  • Final digital archiving: sustainable, legally secure, and efficient


How the electronic invoice workflow works



Always Stay Informed

You use an intuitive user interface that allows you to quickly find the desired information and keep track of the current status: with integrated invoice display, case-related chats, notifications, histories, and more.

Customer-Specific Logics

The solution can be extended with customer-specific logics and tailored features. Workflows, approval limits, deputy rules, etc., can be easily adjusted.

Flexible from the Cloud

The cloud solution is scalable from 10 to 10,000+ invoices per day. Since its efficiency is also evident with a smaller number of invoices, this solution can be particularly interesting for (growing) SMEs.


Integration is possible with all common financial and accounting systems, such as BMD, DATEV, Dynamics 365/BC, SAP S/4 HANA (Cloud), etc. In addition, all currently prevalent invoice formats are processed: ebInterface, XRechnung, EDI, etc.

Easily Accessible

Seamless integration into the Microsoft 365 environment/MS Teams allows for invoice approvals directly from the Teams interface. The entire workflow can be carried out location-independently, even from mobile devices, including Single Sign-On.

Efficient and Meaningful Automation

You will observe a significant reduction in time and cost, allowing you more time for important tasks. You will not miss any early payment discounts, and you will reduce the overall error rate in the process.

Data Extraction

Automated Data Extraction

Digitized invoices (PDF or scans) are automatically read using artificial intelligence and machine learning approaches. All relevant data is extracted without the need to train the system on specific layouts beforehand. The system is self-optimizing and learns with each operation.

After data extraction, the invoice and the corresponding entry in the user interface can be accessed. Here, alongside the integrated invoice display, you will find the extracted header and detail data at a glance, as well as a workflow history for better tracking of pending approval steps, including all responsible employees. Automatically generated allocation suggestions for expense invoices, which the system also improves with each entry, are already included. Pre-accounting and extracted data can be manually edited, allowing, for example, amounts to be split, tax codes adjusted, or invoices allocated to specific departments.

  • Processing of common e-invoice formats, including PDF, XRechnung, scans

  • Processing of international invoices

  • Extraction of various payment terms, early payment discounts

  • Clear user interface with all open tasks

  • Digitize invoice receipts without media breaks and process all incoming invoices digitally


Formal and Substantive Review

Intelligent data extraction includes a compliance check and not only examines legally relevant invoice characteristics but also the consistency of the amounts. Important steps for checking invoices are therefore already completed.

The system can recognize the majority of invoices fully and automatically transfer them to the next system without user interaction shortly after. Only in the case of anomalies are the invoices marked for manual review. In the subsequent workflow steps, the respective users also perform a substantive check, i.e., an examination of the accuracy of individual amounts or outstanding claims.

  • Integrated compliance check during invoice extraction

  • Automation of a majority of required checks

  • Distinguishing between orders with and without PO reference and initiating the corresponding approval workflow


Approval and Authorization

The subsequent, customer-specifically preconfigured approval process is multi-tenant, multi-stage, and flexible to adapt to the company’s needs. Features such as direct chat functionality with mentions, automated reminders of important deadlines via email, or adding additional users ensure an organized and efficient process. For maximum flexibility, approvals can also be done from mobile devices, via email, and as bulk approvals. Moreover, approval limits and deputy rules can be defined.

To comply with the legally mandated documentation requirement, it is important to document all steps of the approval process and archive them together with the invoice. The entire approval process is documented, and an audit report is provided accordingly.

  • Bulk approval possible for all open tasks per page if this workflow step was previously defined as bulk-approval capable

  • Approvals possible directly from the notification email

  • Approvals at the line item level

  • Complaints feature

  • Integration of dependent dimensions

  • Clear integration of the entire workflow history with the current status and pending steps


Account Assignment and Posting

In allocation, the accounting department determines which accounts the documents should be posted to. Account numbers and cost centers, invoice numbers, data, and booking memos are included. To support this process, the system learns the applied allocations in a smart way and suggests appropriate allocations. Often, the accounting department only needs to confirm these suggestions. The electronic invoice workflow enables seamless booking of documents into the respective FI/CO or ERP system, including but not limited to BMD, DATEV, Dynamics 365/BC, or SAP S/4 HANA (Cloud).

  • Automatic allocation suggestions for expense invoices

  • Capturing splits of invoice amounts easily

  • Seamless posting into subsequent ERP and FI/CO systems


Legally Secure Archiving

From the time of invoice issuance until the end of the retention period (7 years in Austria), the authenticity of the origin, integrity of the content, and readability of an invoice (see GAAB) must be ensured. An exact replica is not required. Invoices, along with the documentation of the approval process (approval protocols), must be archived in a legally compliant archive system.

  • Archiving in your own M365 tenant or another suitable archive system

  • Storage of invoices including the required process documentation (audit reports)


Important Compliance Aspects of the Solution

The digital invoice workflow automatically documents every step in the process, thereby optimally supporting the internal control procedures and documentation requirements according to GAAB (Generally Accepted Accounting Principles). In general, all relevant invoices, including approval documentation (audit trail), must be securely retained for the mandatory period (7 years in Austria), ensuring compliance with all authenticity, integrity, and legibility requirements. Storage systems with the necessary compliance features, such as Microsoft SharePoint Online’s Records Management Features, are required for this purpose.

  • Automatic generation of audit reports to support documentation requirements

  • Audit-proof archiving of invoices together with audit reports is possible digitally, e.g. with Microsoft SharePoint Online.


An incoming invoice must include the following information:

  • Name and address of the recipient and the invoice issuer
  • Invoice number
  • Date of issue
  • Delivery date/point of service
  • Type/quantity/number of services
  • Net amounts
  • Value-added tax or its exemption
  • As well as the tax number/value-added tax identification number of the invoice issuer.

The accuracy of this information should be verified at the start of the invoice approval workflow to address any errors or necessary changes promptly with the respective supplier.

The workflow for incoming invoices begins with a formal and factual review. During the formal review, it is ensured that the invoice meets the legally required formal criteria for entitlement to input tax deduction: authenticity of origin, integrity of content, and legibility (see GAAB). Additionally, the above-mentioned information must be complete on the invoice. An automated invoice processing can independently verify these points and mark any irregularities. The substantative review pertains to the substantive correctness of the claims, the underlying goods/services, and the accurate calculation of all amounts.

If this review is positive, the invoice can be checked and approved by the relevant departments or individuals. An electronic invoice workflow can facilitate and expedite this approval process. Subsequently, the accounting department conducts the account assignment, books the incoming invoice in the respective ERP or accounting system, and grants payment approval.

The workflow for invoice entry essentially encompasses the entire process of capturing, processing, and approving incoming invoices within the company. It defines which department must perform which activities in what sequence, including but not limited to checking, approval, authorization, assignment, booking, and the subsequent archiving of an invoice, as well as the legally required comprehensive documentation of all these steps. Unlike manual invoice processing, digitizing invoice entry enables a continuously digital process that can be conducted from anywhere and is flexible, including on mobile devices. Digitized invoices (PDFs, XML, or scans) are automatically read and the invoice data is passed on for further processing to an invoice approval software.

Electronic invoices that qualify for input tax deduction must meet three prerequisites:

  1. Authenticity of origin, meaning the identity of the supplier or invoice issuer is securely established.
  2. Integrity of content, meaning the information required under § 11 UStG (Value Added Tax Act) has not been altered.
  3. Legibility, meaning the content is comprehensible and readable by humans.

Entrepreneurs can decide for themselves which approach they want to use to fulfill these three prerequisites. It’s important to have a reliable audit trail that allows the connection between the electronic invoice and the underlying delivery/service to be traceable, thus verifying the legitimacy of the claim. When these points are observed, electronic invoices are recognized by the tax authorities just like traditional paper invoices.

Yes, our solution is already being used in other EU countries as well as in Switzerland. We would be happy to provide reference projects.