SAP Invoice Processing

Electronic Invoice Processing for SAP

Digitize your SAP invoice workflow and benefit from numerous smart features. Relevant invoice data is automatically extracted and processed digitally, efficiently, and transparently in the subsequent workflow.

Open to all (e)invoice formats (EDI, ebInterface, XRechnung, paper, PDF, etc.)
Automatic differentiation between MM invoices with purchase order reference and financial invoices without purchase order reference
Compliance with legal documentation requirements and internal control procedures

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Approach
Screenshots
Cloud Solution
Benefits
Testimonials
Success Stories

Approach

How SAP Invoice Processing Works

1. Automated Invoice Data Extraction

AI-Powered Data Extraction and Classification

In the first step, all relevant data from the invoice is automatically extracted. This includes distinguishing between MM invoices with purchase order reference and financial invoices without purchase order reference, marking them accordingly.

AI-powered data extraction without prior training on specific forms
Differentiation between MM and FI invoices
Integrated compliance checks, as well as validity and consistency checks

2. Dispatching

Routing Invoices to Respective Workflows

Next, the marked invoices are automatically or manually routed from the inbox to the appropriate workflow. By integrating invoice data with master data from the SAP system, the vast majority of incoming documents are fully recognized and can be automated for further processing in a short time. The status tracking feature allows the administrator to quickly and easily monitor the progress of invoices.

Intelligent automation with a self-learning system

3. SAP Invoice Workflow

Efficiently Approve Invoices in SAP

The digital approval workflow is customizable to meet your company’s requirements, multi-stage, and multi-tenant capable. With an intuitive user interface and integrated invoice display, users have all the necessary information at their fingertips. The integrated chat enables fast and uncomplicated communication. Approvals can be made remotely, even from mobile devices. Various approval limits and delegation rules are configurable.

Invoices with Purchase Order Reference
For invoices with a PO reference, invoice and delivery note is automatically matched (three-way match). The account assignment can thus be carried out automatically and the invoice can be posted directly without a separate release. In the event of discrepancies, the person responsible in the workflow (e.g. buyers) is informed and the invoice is submitted for manual checking.

Invoices without Purchase Order Reference
Value limits are automatically checked and the responsible person is suggested for possible account assignment. This person can make changes, approve the invoice, or initiate further approval steps if necessary.

Flexible approval workflow based on the SAP Business Workflow directly in SAP ECC or S/4Hana
Tasks for additional workflow participants via Business Workplace in the SAP interface
Workflow participants can also be notified via email
Intelligent automation of otherwise time-consuming tasks
Full transparency for all users in the approval process
Optionally expandable with customized features and customer-specific logic

4. Automatic Posting

Posting Incoming Invoices in SAP Module

The approved invoices are then posted: Invoices with PO reference in MIRO (SAP Module MM) and other invoices in FB60 (Module FI/CO).

5. Audit-Proof Archiving

Independent, digital archive

Finally, the invoices, together with the automatically generated audit report, are archived directly via the SAP standard ArchiveLink in an audit-proof format. This means that the entire incoming invoice workflow can be carried out digitally without media discontinuity.

Archive-independent, audit-proof archiving including audit report
Compliance with the legal documentation requirements according to GoB or the internal control procedure

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Screenshots

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Cloud Solution

SAP Invoice Entry from the Cloud

Scalable

Efficient from as few as 10 invoices and flexibly scalable to 10,000+ invoices per day.

Secure

SaaS from certified European data centers.

Versatile

Processes all known invoice formats: ebInterface, XRechnung, EDI, scans, etc.

Flexible

No installation required, but fully integrated into your environment. Switching to On-Premise is possible at any time.

Fast

GoLive in a few weeks with full flexibility of workflows and accounting dimensions through low code customising options

Benefits

Benefits of Electronic Invoice Processing (SAP)

Complete Overview

All documents are visible throughout the entire workflow via the attachment list. Approval histories, the integrated chat, and viewing windows effectively consolidate all relevant information.

Open to All (e)Invoice Formats

The solution processes both traditional paper and PDF invoices as well as future-proof formats (EDI, ebInterface, XRechnung, etc.).

Reduced Expenditure and Processing Times

There are significantly lower processing and turnaround times per document. This reduces the workload for employees, ensures timely settlement discounts, and improves communication and processes.

Independent of ERP and Archive

No overloaded DMS, no bumpy ERP add-ons: You receive a flexible, focused solution from a team dedicated to incoming invoice processing.

Compliance

The documentation of the entire workflow, including the audit report for tamper-proof archiving, is automated. This supports compliance with legal documentation requirements under GAAB or internal control procedures.

Honest Focus on the User

Our solution is intuitive to use and offers numerous features to provide meaningful support to your employees. Lengthy training is not required: both users and the solution itself can start quickly.

Testimonials

Customer Testimonials

“With the incoming invoice solution from free-com, we have found a simple way to digitally map the types of invoices we receive in-house with different processing procedures and requirements. This allows us to quickly process approvals independently of the individual locations and at the same time we benefit from a great transparency and overview.”

Alexander Stumbea
Accounting, Academy of Fine Arts Vienna

“The solution from free-com not only accelerates the processing of incoming invoices in our company – it also significantly increases transparency when releasing invoices. Because compliance aspects are also very important to us in IT projects..”

Hans-Jürgen Oppeneiger
Information & Organization, HeinzelPulp