Smart automation of incoming invoices

Digital Invoice Processing

Automatically extract data from your incoming invoices and process them in an intuitive approval workflow: with our solution, you can digitise your order-to-cash process and benefit from a high level of transparency, overview and precise documentation.

  • End-to-end digital process from invoice receipt to archiving

  • Flexible approval workflows with the best possible assistance: mass and position approvals, integrated chat, support for mobile devices and much more.

  • Significant reduction in processing times and expenditure
Workflow

Steps In The Processing Workflow

SaaS option

The Smart Invoice Processing from the Cloud

Benefits

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.

Screenshots

Screenshots

Testimonials

Client Statements

“The implementation of the project was a lot of fun for everyone involved and thanks to the user-friendly and highly modern software solution, our employees were able to adopt it with minimal training effort and questions. We were able to communicate directly and quickly and chose a step-by-step approach in which in which all parties were involved from the beginning. This worked extremely well and the colleagues from free-com were a highly solution-orientated counterpart.”

Jasmin Dizdarevic
Head of IT, Walter Bösch GmbH & Co KG

“Yesterday, I was shown the entire development status through your demo. And I have to say: WOW!!! … I think you have created the currently best electronic incoming invoice workflow on this planet!”

Anonymous customer
from our mail inbox

Also available for SAP

Are you working with SAP?

On our page for incoming invoice processing with SAP, you will find specific information for your use case.

Integration

Seamless Integration Into All Common Accounting / ERP Systems

Among others:

  • BMD
  • DATEV
  • MS Dynamics 365 Finance&Operations or Business Central
  • MS Dynamics NAV

  • MS Dynamics AX

  • SAP S/4HANA (Cloud)
  • SAP Business One
  • SAP ECC

  • Sage Office Line

  • IBM Maximo
  • Infor

  • Oxaion
FAQs

FAQ

Incoming invoices are invoices directed to a company by suppliers, service providers, merchants, and other third parties that contain (outstanding) claims. Unlike outgoing invoices, where the company invoices its products and services to customers, incoming invoices represent incoming payment requests to the company. The claim itself arises upon contract conclusion, and the incoming invoice serves as evidence, especially regarding payment deadlines, and must contain the following information:

• Name and address of the recipient and issuer of the service
• Invoice number
• Issue date
• Delivery date/service date
• Nature/scope/quantity of the service
• Net amounts
• Value-added tax or exemption
• Tax number/value-added tax identification number of the issuer.

Consequently, companies must consider how to internally manage incoming invoices, i.e., how to develop an efficient workflow through the relevant departments (accounting, management, purchasing, etc.) and manage invoice approvals.

An incoming invoice is a payment request to the company. Invoice processing typically involves capturing, verifying, approving, releasing, posting, and archiving the invoice. This means that the validity of the claim must be verified, the invoice must be approved by the relevant authorities (department heads, management, etc.), and then it must be correctly accounted for and posted (accounting). Afterward, the invoice can be paid and archived. Legal retention periods must be observed for archiving, and a complete documentation of the preceding processing process up to invoice approval must be included.

An incoming invoice is proof of a pre-existing claim. This claim already exists upon contract conclusion, and the incoming payment request serves only for documentation and definition of the payment terms (deadlines, prompt payment discounts, etc.).

Electronic invoices can be structured data (machine-readable only, such as XRechnung, EDI, or XML), unstructured data (human-readable, such as TIF, JPG, or PDF format), or hybrid formats (combinations of these formats, such as ZUGFeRD, PDF/A3).

In a broader sense, electronic invoices are all invoices that exist in digital form and are transmitted by email, download, or fax. If the invoice recipients agree to this form of transmission, electronic invoices are generally equivalent to paper invoices.

In a narrower sense (according to EU standard EN-16931), especially in invoicing to the federal government or in public administration, only structured data is considered an electronic invoice. In Austria, ebInterface is the standard for this, while in Germany, XRechnung is used. Invoices are transmitted via web entry, upload, or through a central invoice entry platform (PEPPOL). Structured data is directly transferred into the recipient’s system, eliminating manual processing. Reading this information is possible for humans only after appropriate training. Due to numerous different approaches and interfaces, as well as relatively high costs, no uniform standard has been established in the B2B/B2C sector, except for B2G invoicing to the federal government.

In practice, hybrid formats and PDF invoices are often used. Especially for small businesses, PDF invoices still play a significant role because they are cost-effective and the solution can flexibly adapt to growth. When these invoices are automatically captured, they can be efficiently processed digitally.

When you digitize your invoice receipt, you benefit from a variety of advantages and positive effects: Automated data extraction reduces time and error rates. The invoice approval workflow can take place from anywhere, and all participants can easily access relevant information and the current status in one place. The entire invoice processing gains transparency, speed, and efficiency. Implementation does not require prior training of different layouts or lengthy employee training. The entire process, up to legally compliant archiving, can be implemented without printing anything,