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DownloadGuidesPDF · EN20 pages
Practical Guide Invoice Processing
Open, key in and pass on every invoice? From now on, every invoice arrives read and ready for approval. This guide shows step by step how PaperOffice collects invoices in one Workspace, reads header data and line items, matches them against purchase order and delivery note and hands them to your team as a review task.
The file is available in English and German; you download the version in the language of this page. Free, no registration.
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MoreWhat's inside
- Monday in accounts payable
- What holds invoices up
- The process at a glance
- One Workspace for incoming invoices
- All inputs into one Workspace
- What PaperOffice reads from every invoice
- E-invoices: data from the XML
- Reading line items: the procurement process
- Matching against purchase order and delivery note
- Duplicates and suspicious bank details
- Review task and approval
- Handover to accounting
- What teams ask when they start
- Try it yourself in 45 minutes
- Read more: datasheets and short guide
- Your first result in five days
- Checklist and start
Who it is for
Accounts payable: You capture and review incoming invoices and want to spend less time keying in and searching. Purchasing: You place orders, receive deliveries and resolve variances with suppliers. Head of finance: You approve and want to know which invoices stand out and why.
Key facts
- 20 pages, with a test package to try it yourself in 45 minutes
- An “Incoming Invoices” Workspace collects the invoice inbox, scanner, upload and smartphone.
- From AI-DMS Premium, publisher, amounts and PO reference appear on the Data Fields tab, each value with its source location. PaperOffice reads e-invoices from the XML.
- The “Procurement / 3-Way Matching” process reads the line items. Matching shows where invoice, purchase order and delivery note differ.
- Possible duplicates show on the document. AI-DMS Ultra checks bank details and VAT ID and holds what stands out in quarantine.
- A HITL Agent creates the review task, for several people from your amount. The data goes to your accounting via export, REST API or webhook.
Questions and answers
Frequently asked questions about this download
Are e-invoices processed too?
Yes. From ZUGFeRD and Factur-X, PaperOffice reads the embedded XML, and XRechnung and other UBL or CII files directly. The e-invoice protocol on the Audit tab shows whether the EN 16931 core rules are met.
What does matching need?
Purchase order, delivery note and invoice in the same Workspace with the same PO reference, plus the line items from the agents of the “Procurement / 3-Way Matching” process and item numbers on all documents.
How does PaperOffice spot duplicate invoices?
From AI-DMS Premium, it looks for earlier documents with the same content or the same document number from the same issuer. A match appears as a notice on the document, and you hide false alarms with “Not a duplicate”.
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