Automate invoices and accounting
Invoices arrive by post, email, PDF attachment, and phone photos. Each one needs to be coded, checked, and transferred into the accounting system. This page shows which steps can be automated and what still requires human oversight.
What happens today
An invoice arrives. Someone opens it, reads the amount and supplier, manually enters the cost center, checks plausibility, and exports it to the accounting system. With fifty invoices a day, that's two hours of work that requires no decisions, but full concentration.
What can be automated
Automatic document capture
Replaces: Manual data entry — fields like invoice number, date, amount, and supplier are extracted from PDF, photo, or scanned documents and stored in structured form.
Cost center suggestions by ruleset
Replaces: The decision on which cost center applies when the rules are clear — the system suggests what historically belongs to this supplier and flags exceptions for review.
DATEV export and API integration
Replaces: Manually transferring data between systems — captured invoices are exported directly to the accounting software, in the correct format, with no re-typing.
Plausibility checks by rules
Replaces: Cross-checking amounts and deadlines against known patterns — unusual amounts, missing documents, and duplicates are flagged, not approved automatically.
What stays human
- Decisions on exceptions and ambiguous cases
- Payment approval
- Review of flagged anomalies
- Coordination with the tax advisor
A real-world example
In a tax practice, client invoices arrive through various channels: scanned, photographed, uploaded via DATEV Unternehmen online. Capture is routine work, but time-consuming. An automated system captures the documents, codes them according to client specifications, and presents exceptions for review. The practice keeps control but saves the typing.
Data protection & security
Data is anonymized and pseudonymized before being processed by AI language models. Extraction takes place locally or in an encrypted environment, GDPR-compliant. The EU AI Act is met through documented review steps and manual approval of payments.