PROXESS Invoice

Incoming invoice processing made easy

  • Processes thousands of invoices
  • Intelligent, automatic and, above all, daily.
  • Efficiency and transparency in the digital invoice receipt process
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Processing incoming invoices, super easy

The invoice processing procedure typically commences shortly after the incoming invoice arrives at the company with invoice verification. Various legal regulations, such as the GoBD, must be observed during the incoming invoice process. With PROXESS Invoice, you are on the safe side and can make your incoming invoice process efficient, transparent and automated.

Mit PROXESS Invoice schnell alle Rechnungen auf einen Blick

With PROXESS Invoice, you can quickly and easily record, check and approve incoming invoices.

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What was previously pending is now running

PROXESS Invoice unleashes the full potential of employees and specialist departments. Faster than you can snap your fingers. Increase the throughput and efficiency of your accounts payable department and shorten your entire invoice verification process from entry to approval.

The functions at a glance

  • Workflow-supported invoice management

  • Efficient capture of analogue and digital invoices

  • Processing of all invoice formats, from scanned documents and PDFs to e-invoices (XRechnung, ZUGFeRD, EDI)

  • Intelligent automatic document classification

  • Automatic assignment of invoices to order processes

  • Commercial verification (e.g. Section 14 of the German Value Added Tax Act (UStG)), comparison of prices, quantities, etc.

  • Digital workflow for technical review and approval, taking value limits into account

  • AI support for booking proposals, payment term checks, fact checker identification and approval decisions

  • Audit-proof GoBD-compliant archiving in PROXESS DMS

Automatic document classification: Rule-based with AI support

Automatic classification in PROXESS Invoice is based on a hybrid approach. Rule-based recognition identifies recurring patterns such as specific suppliers or invoice types. In addition, AI analyses content semantically, enabling it to handle unstructured documents and changing layouts. This ensures that invoices of all types are reliably recognised, correctly assigned and prepared for further processing – regardless of format, structure or complexity.

Already 60–70 per cent of our incoming invoices are automatically read using text recognition, and the recognised data is transferred to our ERP system for further processing. Digital processing of incoming invoices has brought us a big step closer to our goal of a paperless office.

René Böhm, Richard Köstner AG
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Greater efficiency and transparency

Faster turnaround times thanks to integrated process control

Flexibility through access from any device

Transparency through
detailed reporting

Ensure compliance with discounts and reminder periods

Ensure compliance with discounts and reminder periods

Security through GoBD conformity and compliance guidelines

Multiple interfaces – easily integrate systems

PROXESS offers standard interfaces to numerous ERP and financial accounting systems. Complete the process and post the invoices checked with PROXESS Invoice directly to your ERP or financial accounting system. This enables digital invoice processing to work seamlessly with your ERP/financial accounting system in a uniform, transparent process.

Integrations and interfaces

Whitepaper:

Eingangsrechnungen digital verarbeiten & revisionssicher archivieren – so geht´s

Weniger Aufwand. Mehr Überblick. Bessere Kontrolle. Vom ersten Rechnungseingang bis zur digitalen Archivierung: Wer seine Eingangsrechnungen strukturiert verarbeitet, spart nicht nur Zeit und Kosten – sondern schützt sich auch vor steuerlichen Risiken.

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Frequently asked questions about PROXESS Invoice

PROXESS Invoice is a solution for the digital processing of incoming invoices. It automates the entire invoice workflow – from capture and verification to audit-proof archiving – and ensures greater efficiency, transparency and legal certainty.

Digital processing saves time, reduces errors, increases transparency and meets legal requirements. It enables automated workflows and faster invoice approval.

  • Time savings through automated checks
  • Reduction of manual tasks
  • Transparent workflows
  • Location-independent access
  • Integration into ERP and financial accounting systems (e.g. Microsoft Dynamics 365, abas, enventa, ECORO)

PROXESS Invoice processes:

  • PDF invoices by email
  • E-invoices in XRechnung and ZUGFeRD format
  • Paper documents (via scanning and OCR)

Paper invoices can be digitised by scanning them early on and integrated into the digital workflow. This means that analogue documents also benefit from automated processes.

The solution automatically checks:

  • Formal mandatory information in accordance with Section 14 of the German Value Added Tax Act (UStG)
  • Content consistency with orders and delivery notes
  • Factual accuracy of the services provided

Missing or incorrect information is detected early on and automatically rejected.

The formal check includes checking legally required information (e.g. invoice number, tax number).

The factual check involves comparing the order, delivery and service – in other words, checking that the content is correct.

Yes. PROXESS Invoice offers:

  • Multi-stage approval processes (e.g. dual control principle)
  • Deputy arrangements in case of absence
  • Escalation mechanisms in the event of delays
  • Budget limits and approval levels

At the end of the approval process, the processed documents are archived in PROXESS DMS together with their workflow history:
Archiving in PROXESS DMS is automatic and compliant with GoBD, HGB, AO and GDPR regulations.

This means:

  • The documents are stored in an unalterable format.
  • The workflow history is fully documented.
  • Both are stored in a verifiable and traceable manner.

Paper invoices and traditional PDF invoices must be retained for 10 years. From 2025, a reduced retention period of 8 years will apply to e-invoices.

An email backup does not replace GoBD-compliant archiving of emails and their attachments, such as invoices. If the email text contains tax-relevant information, both the email and the attachment must be archived. PROXESS DMS performs this task automatically and in a legally compliant manner.

AI simplifies the individual implementation of the solution, enabling shorter project times. In addition, it often delivers more accurate and better results compared to traditional OCR technology.

The AI integrated into this solution is hosted in European data centres to ensure compliance with all European data protection regulations and rules.

The AI is based on a ready-made model hosted in our provider’s own Azure environment. Customer data is not fed into this environment. Therefore, the AI supporting PROXESS Invoice is not a self-learning system that continuously learns from mistakes.

PROXESS DMS and PROXESS Invoice can be used in an on-premises environment. However, the connection to AI functions such as chat is made via the cloud. AI-supported document extraction using LLM (Large Language Model) is also a cloud service.

The generation of account assignment proposals based on previous account assignments is possible within the scope of an individual customer project and can be implemented.

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