Software for digital invoice processing
- Automated invoice receipt
- Processing of e-invoices
- Export to any ERP system
Incoming invoices software edoc invoice
edoc invoice is a software solution for processing incoming invoices. The broad range of functions in the standard edoc invoice solution covers the entire process of digital incoming invoice processing and can easily be expanded at any time. Whether deployed on-premises, in the cloud, or in a hybrid setup, it integrates seamlessly with any ECM system.
As a trusted standard solution, edoc invoice offers a comprehensive suite of features for digital invoice processing, including:
- Effortlessly capture and process incoming invoices
- Support and processing of e-invoices (XRechnung, ZUGFeRD, etc.)
- Extracts specific invoice properties
- Validates invoices based on value thresholds for factual accuracy
- Workflow pre-assignment
- upports multi-level approval workflows tailored to customer-specific requirements
- Includes duplicate checks, document additions, and more
- Automatic assignment of invoices to order processes
- Automatically compares order quantities, delivery quantities, invoice quantities, and prices thanks to 3-way match
- Transfers postings to any accounting (FIBU) system
- Exports data seamlessly to any ERP system
- Ensures secure and compliant document storage
- Dashboard provides statistical data, including invoice counts and processing times
These core functions can be fully customized and configured to meet specific business needs, making edoc invoice a flexible and reliable solution for managing invoice processing efficiently.
Processing incoming invoices is a key business process. When it comes to automation, you can rely on our experience and the best practice approach of our edoc invoice software solution. You can count on absolute security for invoice data entry, compliance, invoice verification and tax.
Most important features
Automated invoice receipt
Monitoring and automatic transfer of invoices by e-mail or file (ZUGFeRD, XML, XRechnung) via a function mailbox or data interface. Simple scanning solution for paper invoices – including via multifunction devices – which forwards them straight to the workflow.
Automated extraction
Automatic extraction of specific invoice properties, such as analysis and recognition of vendor, header and footer data as well as order and item data, including automatic validation with ERP data.
Inbox overview with invoice preview
The inbox overview can be configured in your personal workplace according to your needs and use. You can either activate the document preview or group the inbox by date of receipt, supplier name, employee, etc. The configured overview can be saved as a profile so that it is always displayed according your settings. If you click on an invoice in the inbox overview, it is displayed as a preview in a document view.
Approval workflow
Before an invoice is forwarded to a financial accounting or ERP system it has to be reviewed and approved. Therefore the electronic invoice is assigned to the relevant person or department via digital checking and approval workflow. In accordance with individual customer requirements, multi-stage approval processes are also possible. Approvals can be made according to predefined rules or manually by an employee.
Dashboard with analysis
The dashboard in edoc invoice is a comprehensive invoice cockpit with extensive functions. These include an out-of-the-box incoming invoice book, monitoring of discount periods, lead times and invoice volumes as well as the ability to expand it at any time with freely adjustable personal grouping and pivot views with numerous aggregation functions. What’s more, you can use practical functions such as the one-click export of evaluations to Excel/CSV or direct access to real-time data from an ECM workflow (active and completed invoices).
How does this benefit you? You no longer need separate workflow data management or an additional data interface, e.g. for an external invoice monitor.
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Audit-proof archiving in every ECM system
Together with the complete workflow log for every incoming invoice, all documents are archived in your ECM system in an audit-proof and legally compliant manner via edoc invoice. The invoices are fully indexed shortly after the scan and can be searched optimally in the ECM system, including all relevant additional information such as discount due dates, amounts and current workflow status. Structured ECM file plans are also supported.
Export to any ERP system
Your digital incoming invoice processing is connected to a wide variety of systems via ready-to-use integrated connectors. edoc invoice provides an export interface to support all ERP systems for data transfer provided they have a data import/export or an online database interface. A workflow log is automatically created and archived in your ECM system at the end of the workflow, including a detailed list of all available information. The workflow data can be accessed from the ERP system at any time.
edoc invoice provides ready-made and standardized ERP integrations for:
After our first workshop with the consultants at edoc, we already felt that our requirements had been understood. This was confirmed when it came to implementing our digital incoming invoice processing based on the edoc invoice.
Daniel Oswald, Project manager at Stadler Rail AG
Frequently asked questions
edoc invoice supports all common invoice formats that comply with GoBD requirements. This includes the widely used PDF format, TIF (G4), and the newer e-invoice formats such as XRechnung and ZUGFeRD. Invoices that still arrive in paper form can also be processed. For this, existing MFP scanners can be used — no special hardware is required.
The way invoice data is captured depends on the format in which it is received. For traditional PDF or TIF invoices, including scanned paper invoices, content is extracted using AI-powered OCR text recognition. For e-invoice formats, the included XML datasets are processed and interpreted. The system automatically selects the appropriate method — no manual interaction from users is required.
edoc invoice includes built-in monitoring and controlling features. Process-relevant data can be viewed, for example, via a dashboard. Due dates and discount periods are highlighted using a traffic light system (red, yellow, green), giving users a quick overview of the current status of invoice processing.
Invoices processed in edoc invoice are archived either in the integrated edoc documents system or in connected content service platforms (CSPs) and document management systems (DMS/ECM). These are linked via standard interfaces. edoc invoice and its related processes have been audited and certified according to GoBD by several accounting firms.
edoc invoice also meets the security and functionality standards of both GDPR and GoBD.
Yes, edoc invoice supports multilingual use and international invoices. By default, German and English language packs are included. Additional language packs can be added as needed.
Under the German Growth Opportunities Act, paper invoices are still permitted for the time being and, under certain conditions, will remain so until 2028. In this case, digitization (scanning) of the paper invoice must be carried out by the recipient. Typically, existing MFP scanners are used to send scanned invoices via “scan-to-mail” directly to edoc invoice. From that point on, content extraction (OCR) and process initiation work exactly as they do for digitally received invoices. No separate processing workflows are required.
As a digital process platform, edoc invoice offers a wide range of interfaces. For example, ERP and financial accounting systems such as Microsoft Dynamics 365, SAP, DATEV, Infor COM, IGF, and SHCware can be connected. Various DMS systems, such as d.velop documents, are also supported. Custom interfaces for specialized industry solutions can be implemented as well.
The implementation of a digital invoice processing solution depends on several factors, particularly the technical and organizational framework conditions. The availability of customer resources — such as the involvement of finance and procurement departments - has a major impact on the project timeline. Thanks to the standardized approach offered by edoc invoice, organizational requirements are generally manageable. Typical implementation times are around 3–4 months. However, shorter timelines are possible, especially since many customers opt for a cloud-based solution.
As part of the implementation of edoc invoice, we provide training packages tailored to so-called “key users” — employees who act as contact persons within their respective departments.
We also offer administrative training to enable customer-side administrators to manage the system themselves. Ongoing support is included in the software subscription and provided by edoc’s in-house support team, which can be reached via hotline or through a dedicated customer portal. The customer portal also provides additional resources such as manuals, user guides, how-to articles, and more.
Yes, dedicated user manuals for edoc invoice are available in the edoc Docs Center and are always kept up to date. An administration manual is also available. Before performing your own administrative tasks, we recommend attending edoc’s administration training. This makes it easier to understand the required activities and ensures the manual can be used more effectively.
Yes, release notes are published in the edoc Docs Center for edoc invoice as well as for all other edoc software products whenever a new version is released. They can be accessed there at any time.
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