Digital Invoice Processing
Automated invoice processing—from data extraction to audit-compliant archiving.
Whether it’s a PDF, scan, XRechnung, ZUGFeRD, ebInterface, or email: our solution automatically parses all incoming formats, consolidates them into a unified workflow, and transfers the data directly to your ERP or financial accounting system. No media breaks, no manual intermediate steps.
It’s not the format that matters,
but a consistent end-to-end process
Invoice processing is constantly changing. Paper invoices are on the decline, PDFs remain, and structured invoices are on the rise. For companies, this often results in a cumbersome mix of formats without a uniform processing strategy.
The real effort, therefore, continues to lie in processing: invoice data must be verified, reconciled with purchase orders, approved by the relevant departments, correctly posted to the general ledger, transferred to the accounting system, and archived in an audit-proof manner.
If these steps do not mesh seamlessly, the process remains slow, error-prone, and difficult to track—regardless of whether the invoice is received as a PDF or XML.
That’s why free-com addresses the entire process:
Steps In The Processing Workflow
Using AI for Intelligent Invoice Processing
In the first step, all relevant invoice data (header and item data) are automatically extracted. All common invoice formats can be used, including PDF invoices, XRechnung, ZUGFeRD, scans, and more. Manual invoice verification is suggested only in unclear cases. The vast majority of incoming invoices are fully recognized after a short time and automatically forwarded to the next system without any user interaction. During each invoice processing and analysis, all legally relevant invoice features as well as the consistency of the amounts are checked.
Automatic data extraction without prior training of specific layouts
Integrated compliance check, as well as validity and consistency checks
Processing of international invoices
The Smart Approval Workflow
The subsequent digital approval workflow is flexible, multi-stage, and multi-tenant capable, tailored to the requirements of your company. An intuitive user interface and integrated invoice display make it very easy for users to have all the necessary information at their fingertips. In addition, different approval limits and a deputy rule can be configured. Communication about the invoice takes place directly in a chat window, ensuring quick answers to all questions. Approvals can also be made on the go, thanks to mobile device support.
Automatic account assignment suggestions for general invoices
Optionally extendable with customized features and customer-specific logic
Easily record splits of invoice amounts
Inline calculations directly in the sum fields
Full transparency in the approval process
Support for documentation requirements through automatically generated audit reports
Automatic Posting and Legally Compliant Archiving
After collecting all necessary information for a complete booking, posting in the ERP system is the final step. Afterwards the invoice itself can also be archived securely, along with an audit report.
Invoice data is seamlessly posted in the ERP or accounting system
Legally compliant archiving with an audit report to support legal documentation requirements
Data Security & Compliance
Anyone who processes invoices digitally is handling sensitive business data.
We take this seriously.
100% European Data Centers
All data is processed and stored exclusively on certified infrastructure within the EU.
GDPR-Compliant
Our solution complies with the requirements of the General Data Protection Regulation.
No Model Training with Your Data
Your business data is not used to train or further develop external models.
Complete Documentation
Every processing step is fully logged and can be traced at any time.
Functions for Accounting, Approving Managers, and IT/Compliance
- Automatic recognition of header and line item data
- Account assignment suggestions based on historical entries
- Learning-based prompts at the vendor level
- Validation of amounts, required fields, and duplicates
- Overview of status, deadlines, and pending tasks
- Intuitive task overview
- Invoices and data in a single view
- Integrated chat for invoices
- Mobile approval
- Lazy Approval: Approve directly from your email
- Delegations, limits, escalations
- Integration with SAP, Microsoft, BMD, DATEV, and other ERP and financial accounting systems
- EU-hosted instances
- No use of business data to train public models
- Audit-compliant archiving, including an audit trail
- Flexible workflows without rigid ERP limitations
Automated Data Extraction with Additional Verification
The solution not only reads invoices but also verifies the recognized data within its context. Invoice information is reconciled with existing data, rules, and documents—such as purchase orders, goods receipts, or delivery notes (3-way match). This allows the system to identify discrepancies early on and forward unclear cases for targeted review.
Multiple models independently validate the recognized results (consensus principle). A proposal is marked as verified only if the results are consistent. Unclear cases are specifically forwarded for review.
Automated Invoice Processing as SaaS or On-Premise
As a cloud solution
you benefit from a quick rollout in just a few weeks, with full flexibility in processes and accounting dimensions thanks to low-code customization options. The solution is practical for use with approximately 10 invoices per day and scales seamlessly to 10,000+ invoices per day.
On-premises
is possible at any time. Switching between deployment models can be done without data loss or process interruption.
Benefits Of The Digital Solution Include
Open to All Invoice Formats
The solution can already process both traditional paper and PDF invoices as well as future formats (EDI, ebInterface, XRechnung, etc.).
Transitioning seamlessly is possible.
Reduce Expenditures and Processing Times
You will register significantly reduced expenditure and processing times per document. This has numerous positive effects, including relieving employees, meeting prompt payment discount deadlines, and gaining a better overview of the current status.
Microsoft 365 and Teams Integration
Benefit from seamless integration into your Microsoft 365 environment. Integration into MS Teams allows for invoice approvals directly within the Teams interface.
Independent of ERP and Archive
You receive a flexible, focused solution instead of an overloaded DMS or bumpy ERP add-ons. Our solution comes from a team dedicated to the complex topic of incoming invoice processing.
Compliance
You automatically have a complete documentation of the entire workflow, including an audit report for legally compliant archiving. This supports compliance with legal documentation requirements according to GoB and internal control procedures.
Honest focus on the User
Our solution is intuitive to use and offers numerous features to support your employees effectively. No lengthy training is necessary for both users and the solution itself, allowing for a quick start.
Incoming Invoices Processed Digitally
What Our Clients Say about Our Invoice Processing
Success Stories
Seamless Integration Into Common Accounting/ERP Systems
… and many more. Is your system not on this list? No problem. In most cases, we can connect to your existing ERP, financial accounting, DMS, or archiving environment and seamlessly integrate the processing into your workflow.
Schedule an appointment right away or send us a quick inquiry. Together, we will determine which integration approach makes the most sense for your environment.
