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Short guide: Invoice processing
Open, key in and pass on every invoice? Invoices arrive read and ready for approval. Invoices arrive by email, from the scanner, as photos and as e-invoices.
This guide is available in 21 languages; on this page you download the English version. Free, no registration.
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MoreWhat's inside
- The problem
- The way with PaperOffice
- In the app
- An example
- Checklist
- Frequently asked questions
- How to start
Who it is for
Open the envelope, scan the invoice, key in supplier, amount and PO number, look for the delivery note, pass the invoice on for approval. With many invoices a month, the time goes less into reading than into searching, comparing and following up.
Key facts
- Bundle the inputs
- Recognize and read
- Match against PO and delivery note
- Show and hold what stands out
- Review and hand over
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.
How does matching against PO and delivery note work?
If invoice, purchase order and delivery note carry the same PO reference in the same Workspace, PaperOffice checks whether all documents are present, whether the amount fits the order and whether quantities and prices per item number match.
What happens with a variance?
The invoice's “Audit” tab shows the rule that was not met and the deviating line items, such as a unit price above the order price. Whether you approve anyway is decided by your team in the review task.
How does PaperOffice spot duplicate invoices?
From AI-DMS Premium, PaperOffice 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 mark false alarms with one click.
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