Receive the invoice
Take it in from email, scan or supplier portal.
Invoice processing: Capture and check incoming invoices and prepare them for approval.
Invoice data is read and matched to suppliers and cases. Check steps are prepared, and after approval the data goes to accounting or the ERP.
In short: The solution takes over the repetitive groundwork in accounts payable. It recognises invoices, extracts structured data and checks it against defined master data or cases. Decisions relevant to bookkeeping and approvals follow your rules.
Starting point
Where time is lost today.
- Typing upInvoice data is transferred into the system by hand.
- Several inboxesReceipts end up with different people.
- Missing referenceSomeone has to look up which order or project the invoice belongs to.
- Slow approvalsThe invoice waits on the desk of the person responsible.
- Late detectionDuplicates and discrepancies only come to light at booking.
How it works
What the solution does, step by step.
Extract data
Supplier, invoice number, date, line items, amounts, VAT, QR reference (Swiss QR-bill).
Match the supplier
To the supplier master data; new suppliers as a suggestion.
Check plausibility
Flag duplicates, the order or project reference and discrepancies from the order.
Prepare approval
Account coding suggestion and approval request to the person responsible.
Hand over
Approved data to the ERP or accounting.
Before – after
What changes in day-to-day work.
Examples from the workflow – no percentages, as only a measurement in your business can provide those.
| Situation | Today | With the solution |
|---|---|---|
| Receipt | paper and email attachment | recognised, read, in the case |
| Reference | search for the order | order or project reference suggested |
| Approval | on the desk | as a task with a deadline for the person responsible |
| Posting | entered again | approved data handed over |
Benefit
What this use case improves.
Less data entry
Invoice data is extracted, not typed up.
Faster approvals
The invoice arrives as a task, with all the details.
More consistent data
Supplier, reference and account coding follow the same rules.
Traceability
Who checked and approved what, and when.
In action
What working with it looks like.
Sample images from our visual library – the interfaces shown are illustrations, not client data.
Responsibility
What stays with people.
Approval, the final accounting treatment and every payment. The solution prepares the data and flags discrepancies.
The solution prepares, sorts and hands over – your staff make decisions and grant approvals, following rules you set.
Systems & integrations
Where the solution connects.
For example – what exactly gets connected depends on interfaces and permissions and is checked in the AI potential assessment.
- Email
- ERP
- Accounting
- DMS
- Easy Factura
Building blocks & products
The technology behind it.
Solution building blocks are the technical components the solution is built from. Products are only named where they fit the task.
Document AI
Recognise and read invoices.
View building blockProcess automation
Check, approval and handover to the ERP.
View building blockAI agents
Prepare matching and discrepancies.
View building blockEasy Factura
Provided the process fits the product logic.
View product
Control, data & operation
Control stays part of the system.
Depending on the product and interfaces, we run the solution on your premises, in a Swiss cloud or as a combination. Before the pilot, we clarify data flows, access rights and compliance requirements. Background: Private AI and On-premise & hybrid (running on your own servers or a mix of both).
| Topic | Implementation |
|---|---|
| Data | Financial and supplier data – confidential. |
| Approvals | Decisions relevant to bookkeeping, account coding and payment approval follow your rules; the default is preparation and controlled handover. |
| Roles & permissions | Who sees invoices, who approves, who maintains master data – according to your existing approval process. |
| Logging | Extraction, check, approval and handover traceable for each invoice. |
| Operating model | Private cloud or running on your own servers – depending on the ERP and accounting system; defined in the project. |
Industries
Where this use case is typical.
- Accounting & fiduciary
- Trades & building services
- Manufacturing
- Real estate
- cross-industrythe workflow is not tied to a single industry
Standard approach
How a trial run (pilot) can start.
The pilot does not cover the whole process straight away. We pick a clearly defined part, set approvals and success criteria and test it with real data and the people who work with it. This approach is the same for every use case.
- Choose a processA clearly defined part of the workflow that takes up time today and can be measured.
- Clarify data and systemsWhich data, which interfaces, which permissions – and what is missing.
- Implement a defined workflowWith defined approvals and success criteria, not the whole process at once.
- Measure in real operationWith real data and the people who work with it; then expand or stop.
Related use cases
Related pages.
Frequently asked questions
Frequently asked questions: invoice processing
Does the AI post invoices automatically?
That depends on the rules and approvals you define. The default should be preparation and controlled handover.
Can invoices be checked against orders or projects?
Yes, if the reference data is available and can be linked reliably.
Are VAT and account coding recognised automatically?
They can be prepared. The final accounting treatment must be checked according to your company’s process.
Which companies is this use case suitable for?
Companies with a regular volume of supplier invoices, an ERP or accounting system and a defined approval process – including accounting and fiduciary firms for their clients.
Next step
Check this task for your business.
Describe your current workflow in two sentences. We check the benefit, data situation, integration effort and risks and show whether a product, a solution building block or a custom solution makes sense.