Document Processing: automatically verified and posted.
OCR and AI read incoming invoices and delivery notes, verify them against purchase orders and goods receipts, code and automatically post them to your ERP. The result: fewer errors, significantly shorter processing times and consistently utilized early payment discounts.
What is AI-powered document processing?
AI-powered document processing is the automated reading, verification and posting of incoming documents such as invoices and delivery notes. OCR digitizes the document, AI extracts the relevant fields independently of supplier layout and processes structured formats such as ZUGFeRD and XRechnung. Documents are verified against purchase orders and goods receipts, coded and posted via interfaces to your ERP or DATEV. Filing is GoBD-compliant and audit-secure.
Manual document processing costs time, money and effort
Invoice processing in many companies is still characterized by paper, manual entry and lengthy approval paths — with measurable consequences.
High manual effort
Documents are reviewed, manually entered, assigned and pushed through approval cycles. With increasing document volumes, this permanently ties up resources in accounting.
Errors and duplicate work
Transcription errors, incorrect coding and missed discrepancies lead to corrections, inquiries and in the worst case to duplicate payments.
Missed early payment discounts
When invoices sit too long, payment deadlines pass. Discount windows are lost — real money that disappears year after year.
From document receipt to ERP posting
A seamless, verified process — fully traceable and embedded in your accounting workflow.
Capture & extract
Incoming documents from email, mailbox or scans are automatically captured. OCR and AI extract all relevant fields — independently of supplier layout.
Verify & match
The solution verifies documents against purchase orders and goods receipts, identifies discrepancies, duplicates and formal errors before posting.
Code & approve
Documents are coded according to your rules and routed through defined approval workflows. Uncertain cases are directed to your responsible staff.
Post to ERP
Verified documents are automatically posted to your ERP or accounting system. Payment deadlines and discount windows remain in view at all times.
What you gain
- Significantly shorter processing times from document receipt to posting
- Fewer data entry errors, duplicate payments and rework
- Consistent early payment discount utilization through met payment deadlines
- Released capacity in accounting for value-adding tasks
- Full transparency and audit security across the entire document workflow
- Scalability with growing document volumes without additional staff
Key factors: posting interface, DATEV and audit-secure filing
Document recognition is only the beginning — value is created when documents are verified, GoBD-compliant filed and correctly posted. This includes processing ZUGFeRD and XRechnung, connection to DATEV or your ERP posting interface, handoff to document management, and audit-secure archiving. Given the diversity of systems, there is no off-the-shelf standard solution.
That is why we deploy an experienced interim manager directly into your organization for the project phase — on-site, with understanding of your accounting processes, managing the integration securely and audit-compliant.
How integration works- Processing of ZUGFeRD and XRechnung
- Connection to DATEV or your ERP posting interface
- Handoff to document management and GoBD-compliant, audit-secure archiving
- One responsible person on-site instead of interface ping-pong
- Coordinated coding and approval rules
- Knowledge transfer to your team — you remain independent
Your savings potential in document processing
Estimate how much processing time and capacity automated document processing will free up per year. All values are transparent model calculations based on your inputs.
Frequently asked questions about document processing
What is AI-powered document processing?
AI-powered document processing is the automated reading, verification and posting of incoming documents such as invoices and delivery notes. OCR digitizes the document, AI extracts the fields independently of supplier layout and processes structured formats such as ZUGFeRD and XRechnung. Documents are verified against purchase orders and goods receipts, coded and posted via interfaces to your ERP or DATEV. Filing is GoBD-compliant and audit-secure.
What types of documents can be processed automatically?
Typically incoming invoices, delivery notes and purchase confirmations — in many different layouts, as PDF, scan or structured format such as ZUGFeRD or XRechnung. OCR and AI extract the relevant fields independently of the respective supplier format.
Is processing GoBD-compliant and audit-secure?
That is the goal of the implementation: documents are filed immutably and verifiably, every processing step is logged and retention obligations are met through audit-secure archiving — usually in the connected document management system. We coordinate the specific design with your requirements and your accountant or auditor; final legal assessment remains with them.
How reliable is automatic coding and posting?
Recognized documents are verified against purchase orders and goods receipts and coded according to your rules. Clear cases are automatically posted, deviations or uncertain cases go into a review workflow to the responsible employees. You determine the degree of automation yourself.
Does automation really help optimize early payment discounts?
Yes. Because invoices are captured, verified and approved immediately, processing time is significantly reduced. Payment deadlines are met and discount windows are consistently utilized instead of being lost through processing delays.
Does the solution work with DATEV and our ERP system?
Yes. Postings and document data flow via interfaces to DATEV or your ERP posting interface, while documents are simultaneously transferred to the document management system and archived in an audit-secure manner. Structured formats such as ZUGFeRD and XRechnung are processed directly. Integration with your existing system landscape is managed by an interim manager on-site.
How long does implementation take?
This depends on your document volumes, the number of supplier formats and the connection to DATEV or ERP and document management. It is typical to start with a clearly defined document type that goes live quickly, followed by gradual expansion. We provide a realistic timeframe after a brief review of your document flow — without guessing.
What does implementation cost?
A realistic flat fee cannot be quoted without understanding your situation. Effort depends on document volume, format and layout variety, and the systems to be connected. In the free consultation we transparently outline the scope. A first estimate of potential savings is provided by the calculator on this page.
Reclaim time and discounts.
In a free consultation, we analyze your document flow and show which automation level is realistic for your accounting.
Book a free consultation