Collect the inbox
Invoices arrive by email mailbox, scanner, upload, cloud folder or mobile device. Classification recognises the invoice and files it in the right workspace.
Document type invoice
Every invoice, one flow. Read, checked, filed.
Incoming invoices arrive as PDF, scan, photo or e-invoice. PaperOffice reads every format in the same flow.
Header data, line items, totals and references as fields. Arithmetic check and audit trail included.
No credit card No template per supplier Result with confidence and source location
Trusted by leading companies worldwide
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How it works
From inbox to handover.
The flow is the same for every invoice format: read, check, hand over. Paper and e-invoice end up in the same record.
Extract the fields
AI-OCR reads text and layout, the IDP agent pulls header data, line items, totals and references. For ZUGFeRD and XRechnung the embedded XML is read as well.
Check and hand over
Arithmetic check across line items, tax rates and total, matching against order and delivery note, approval on deviation. Then a draft handover and filing with a retention period.
Ways into invoice processing
- Web app Upload an invoice and check the result field by field.
- Batch Process whole folders or scan batches at once.
- Workflow Inbox, approval and filing run as a rule.
- REST API Hand invoices over from your ERP and pull the fields back.
- MCP Claude, ChatGPT and Cursor query invoice data directly.
- Mobile Photograph receipts on the road and submit them.
What this solution covers
More than amount and date.
Invoices differ by supplier, country and format. These are the points PaperOffice covers.
- Every invoice format
Native PDF, scan, photo, ZUGFeRD, XRechnung, Factur-X and PEPPOL in the same flow.
- Header data
Supplier, address, VAT ID, IBAN, invoice number and invoice date.
- Line items
Item number, description, quantity, unit price, total price and tax rate per row.
- Totals and taxes
Net, tax per rate, gross, early payment discount, payment term and currency.
- References
Order number, delivery note number, customer number, cost centre, project and contract.
- Arithmetic check
Line items, tax rates and final total are checked against each other, deviations go to approval.
- VAT ID check
The VAT identification number can be validated against the EU register.
- Audit trail
Every field with source location, confidence, model and timestamp in the audit trail.
What PaperOffice solves it with
Six building blocks, one flow.
Invoice processing is not a separate island: it uses the same products and modules as the rest of your filing.
IDP Agents The IDP agent pulls header data, line items and totals out of every invoice as fields. AI-OCR AI-OCR delivers text, layout and bounding box, including scans, photos and handwriting. Classification Classification recognises the invoice in the inbox and suggests folder and retention period. Entities Entities link supplier, order and contract across documents. Financial Analytics Financial analytics show amounts, deadlines and open items across all invoices. Workflow Agents Workflow agents run approval, posting and filing without a manual step.
Security and compliance
Invoice data stays in the EU.
Invoices carry bank details, terms and customer data. Processing and filing stay traceable.
EU data centerISO 27001SOC 2 Type IIGDPR
Security and compliance Location
Processing in our own EU data centers, no US cloud.
Encryption
AES-256 at rest, TLS 1.3 in transit.
Retention
Retention period per document type, filing with versions and deletion rules.
Traceability
Every field with source location, confidence and timestamp in the audit trail.
Questions about invoice processing
What you should know before you start.
Do I need a template per supplier?
No. Extraction works without a template per supplier because it reads layout and context instead of fixed coordinates. You describe once which fields you need, including custom ones such as project number or early payment deadline.
Which invoice formats are read?
Native PDF, scanned invoices, photos, ZUGFeRD, XRechnung, Factur-X and PEPPOL. For hybrid formats the embedded XML is read as well and matched against the visible document.
Are line items captured individually?
Yes. Every row comes with item number, description, quantity, unit price, total price and tax rate. That lets you match order and goods receipt row by row.
How do I spot wrong results?
Every field carries a confidence value and its source location in the document. Fields below your threshold go to human review instead of quietly passing through.
How does the data reach our accounting?
Through a record export, through the REST API, or through a workflow that hands the checked invoice to your system. The path is the same for one invoice or a thousand.
What happens when the invoice deviates from the order?
The invoice goes to approval instead of posting. The reviewer sees invoice, order and deviation side by side and decides.
Are invoices filed in an audit-proof way?
Filing keeps versions, a retention period per document type and an audit trail of every change. That makes it traceable who saw and approved what, and when.
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Measurable customer success
90%
compliance rate
Kumul Minerals Holdings Limited92%
faster print approvals
The Challenge Printing Company Inc.85%
efficiency increase
K60-Gitterrostsysteme GmbH & Co. KG80%
faster processing
Ayuntamiento de Carrión de los Condes"Enterprise document management for all our mining operations. World class."
Mining & Resources "FDA-regulated pharmaceutical labels require seamless documentation. PaperOffice has reduced our approval process from days to hours."
Printing & Packaging "Technical documentation and order processing now run fully automatically."
Industry & Manufacturing "Digitization has revolutionized our administration. Citizen inquiries are now processed in minutes instead of days."
Public Administration "Patient records, medical reports, and referrals are automatically captured and classified. Our practice team finally has time for their patients."
Health & Medicine "8,000 employees and thousands of guest documents every day. PaperOffice has completely digitized our back-office processes."
Hospitality & Entertainment "Loan applications and compliance documents are now processed in minutes instead of hours. The regulatory review is fully automated."
Regional Bank "Construction project documentation and compliance are now digital and traceable."
Construction & Real Estate "Check-in forms, invoices, and guest communications are fully digital. Our concierge team now focuses on providing excellent service."
Hospitality & Tourism "Gas station billing, supplier documents, and compliance records from over 250 stations are automatically processed and archived."
Energy & Gas Stations "GMP-compliant documentation for pharmaceutical functional labels is now fully automated. Audit trails are seamless and instantly accessible."
Pharma & Labels "Blueprints, permits, and customer files for our wooden houses are now managed centrally. After six generations, we are finally paperless."
Construction & Timber "Supplier contracts, certificates, and customs papers for hundreds of roasteries worldwide are automatically captured and assigned to the correct product."
E-Commerce & Retail "Temperature logs, CMR waybills, and food certificates are automatically scanned and assigned to the order. Misallocations are a thing of the past."
Logistics & Transport "Heavy transport permits, route plans, and project documentation are now instantly accessible digitally. No more searching through folders."
Logistics & Transport "Customs documents, warehouse receipts, and shipping orders for our Eastern European network are automatically classified. Four generations of logistics, finally digital."
Logistics & Transport "Printing specifications, customer approvals, and material certificates are now accessible centrally. The production error rate has dropped to near zero."
Printing & Packaging "Sustainability certificates, supplier contracts, and customer specifications are processed automatically. Swiss precision, now also digital."
Packaging & Labels "Building permits, subcontractor contracts, and acceptance protocols for our commercial properties are now fully documented digitally."
Construction & Real Estate "Purchase agreements, exposés, and customer files from over 30 years of market leadership are now digitally searchable. Every agent finds everything in seconds."
Real Estate & Management "Ocean freight documents, customs declarations, and bills of lading are automatically captured. Baltic Sea logistics has never been so efficient."
Logistics & Freight "Thousands of custom packaging orders per week, including design approvals, print data, and delivery documents. PaperOffice keeps it all together."
E-Commerce & Packaging "Pathology lab documentation and device certifications are now fully automated. Seamless traceability for every specimen."
Laboratory & Medical Technology "Loan documents, security papers, and customer correspondence are processed in minutes instead of hours. The regulatory review is seamless."
Regional Bank "Technical specifications, quality certificates, and recycling protocols for our steel production are central and instantly accessible."
Steel Construction & Industry "Pharma and cosmetic label specifications with regulatory requirements are automatically checked and approved. No more manual checklists."
Pharma & Labels "KYC documents, investment reports, and regulatory filings are classified in seconds. As an MAS-regulated robo-advisor, seamless compliance is essential."
Fintech & Wealth Management "Safety data sheets, transport permits, and ADR documents for chemical logistics are automatically assigned. Zero tolerance for errors."
Logistics & Transport "Certificates of authenticity, supplier records, and customer warranties for our pearl collections are automatically archived and instantly accessible."
Luxury & Jewelry "SME loan applications, security documents, and regulatory reports are automatically classified. Our advisors have more time for customer consulting."
Commercial Bank "Customer files from over 135 years of banking history are being successively digitized. 5,000 employees now have instant access to all documents."
Private Bank "Microcredit applications and compliance documents for millions of customers are now processed in minutes instead of days. A game changer for financial inclusion."
Development Bank "Hundreds of thousands of delivery notes and return slips per day are processed automatically. Vietnam's leading e-commerce logistics provider, now paperless."
E-Commerce Logistics "CNC manufacturing protocols, material certificates, and customer specifications for oil, gas, and aerospace projects are now fully documented digitally."
Precision Metal & Manufacturing "Vision 2030 requires complete digitization. PaperOffice processes government documents for Saudi Arabia's digital backbone."
GovTech & IT "Material certificates, hardening protocols, and customer specifications are automatically assigned to the correct order. Australia's only Q&T manufacturer, now paperless."
Specialty Steel & Industry "Weld seam protocols, structural calculations, and project plans are managed digitally. Our workshop teams have access in real time."
Steel Construction & Manufacturing "Aerospace certificates, CNC programs, and customer tolerances are automatically classified. AS9100 compliance has never been easier."
Precision Parts & Manufacturing "Merchant contracts, KYC documents, and transaction receipts for hundreds of thousands of SMEs are processed in seconds. Mexico's payment revolution, paperless."
Fintech & Payments "Harvest documentation, export certificates, and quality protocols for our high-altitude Malbecs are automatically archived. 120 years of winemaking tradition, now digital."
Premium Winery "Millions of user verifications and regulatory documents are processed fully automatically. Scaling without paper."
Digital Banking "Merchant onboarding documents and compliance records for Africa's leading payment provider are processed in minutes instead of days."
Fintech & Payments "Organic certificates, supplier audits, and product labels for thousands of natural products are automatically checked and archived."
E-Commerce & Organic "Regulatory documents from 33 African countries, partner contracts, and audit trails are managed fully automatically. An enterprise DMS for a $3 billion fintech."
Fintech & Payments "Prescriptions and medication management now run fully automatically. More time for our patients."
Pharma & Healthcare "Centuries-old documents are now digitally searchable. A milestone for our historical archives."
Religious Institution "Our caregivers finally have more time for residents instead of paperwork."
Care & Health "500,000+ records digitized. Our deputies now find all information instantly."
Government & Administration "Patient records management is now a breeze. Everything automatically captured and archived."
Medicine & Healthcare "Inheritance and estate documentation is now efficient and error-free."
Estate Services "Digital property management for all our residential complexes. Tenants and owners are thrilled."
Real Estate & Management "With PaperOffice, we have accelerated our invoice processing by 99%. The AI automatically recognizes all relevant data and assigns it correctly."
Industry & Packaging "PaperOffice has become indispensable to our daily work. Orders, quotes, and invoices are now automated."
Trades & Crafts "The documentation of our care services is now digital and automated. More time for our patients."
Care & Health "Technical drawings, bills of materials, and quality protocols are instantly searchable. A search that used to take 30 minutes now takes 30 seconds."
Mechanical Engineering & Manufacturing "Client receipts, tax assessments, and annual financial statements are automatically sorted and assigned to the correct client. Receipt chaos is a thing of the past."
Tax Advisory & Legal "Project documentation, SLAs, and customer communication for our IT consulting projects are automatically classified and archived."
IT & Consulting 30sec
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