Automation instead of manual entry — the complete workflow explained
The e-invoicing mandate presents businesses with a new challenge: incoming invoices no longer arrive as PDFs or paper but as structured XML files. This opens up enormous automation potential — provided the processing workflow is set up correctly.
This article describes the ideal workflow for processing e-invoices: from intake through validation and data extraction to handover to ERP or accounting systems. We show the time savings automation delivers and what to consider during implementation.
How e-invoices enter your organisation
The most common channel: suppliers send e-invoices as email attachments. The software monitors one or more inboxes and automatically extracts incoming invoices.
Receive e-invoices directly from other Peppol participants — standardised, encrypted and automatic. This channel is growing in importance, particularly for international invoicing.
A web-based upload portal allows suppliers to upload invoices directly. Uploaded invoices are immediately validated and fed into the workflow.
Invoices placed in a defined network folder are automatically detected and processed — ideal for integration with existing systems.
From receipt to accounting handover
The incoming file is identified: XRechnung (XML), ZUGFeRD (PDF with embedded XML) or conventional PDF? The software validates the format against the EN 16931 specification and checks all mandatory fields. Faulty files are moved to an exception list.
For compliant e-invoices, structured XML data is automatically extracted: invoice number, date, net/gross amount, VAT, supplier data, IBAN, line items and references. For conventional PDFs without XML, OCR text recognition is used — though it is more error-prone than direct XML processing.
The software automatically checks whether an invoice with the same number from the same supplier has already been processed, preventing double bookings.
Are the amounts correct? Are tax rates accurate? Does the invoice match a purchase order? Automated systems can cross-reference invoice data with order data and flag discrepancies.
Practical example: A supplier invoices 105 units, but the order was for 100. The software detects the discrepancy and routes the invoice for manual review — instead of automatically authorising payment.
Invoices that pass automated checks are presented to the responsible employee for approval. Multi-level approval workflows can be configured by invoice amount, cost centre or supplier.
The approved invoice is transferred to the target system: ERP, accounting software or DATEV. With structured e-invoices, manual data entry is eliminated entirely — journal entries are generated directly from the XML data.
The e-invoice is archived in a legally compliant manner. The original format must be preserved: XML for XRechnung, PDF+XML for ZUGFeRD. A simple PDF printout is insufficient. Archiving is tamper-proof with a 10-year retention period.
Why the transition pays off immediately
| Metric | Manual | Automated |
|---|---|---|
| Processing time per invoice | 8 – 15 minutes | 30 seconds |
| Error rate | 3 – 5% | < 0.5% |
| Cost per invoice | EUR 8 – 15 | EUR 1 – 3 |
| Turnaround time | 5 – 10 business days | 1 – 2 business days |
| Early payment discount | Rarely (deadline missed) | Regularly (fast processing) |
For a business processing 500 incoming invoices per month, this translates to annual savings of over EUR 40,000 from reduced processing time alone — plus savings from fewer errors, early payment discounts and reduced reminder costs.
The key advantage of e-invoices over PDF invoices: With a structured e-invoice (XRechnung, ZUGFeRD), OCR text recognition is eliminated entirely. The data is already in machine-readable form and can be processed directly without recognition errors.
Tips for a smooth rollout
Define a central email address or Peppol access point for invoice receipt. Communicate this actively to all suppliers. The more invoices arrive through the standardised channel, the higher the automation rate.
Determine which checks run automatically: format validation, mandatory field checks, amount plausibility, duplicate detection, order matching.
Set up multi-level approval workflows based on invoice amount, cost centre or supplier to ensure proper review without unnecessary delays.
Integration with your ERP or accounting system is key to end-to-end automation. Check available interfaces (API, CSV export, DATEV format) and test the data flow from e-invoice to journal entry.
Docuflair Invoice automates the entire invoice intake — from format validation through data extraction to DATEV handover. In 30 seconds instead of 15 minutes. See it live.
Answers to the most important questions about e-invoice processing
Automated processing of a structured e-invoice (XRechnung or ZUGFeRD) takes an average of 30 seconds — from receipt to availability in the ERP system. Manual entry requires 8 to 15 minutes per invoice.
Yes. Docuflair Invoice processes e-invoices independently of the ERP system. Extracted data can be transferred via standard interfaces to DATEV, SAP, Microsoft Dynamics or other systems — or exported as CSV/XML.
Faulty e-invoices are detected during format validation and moved to an exception list. The software shows exactly which fields are incorrect or incomplete. You can request a correction from the supplier or manually edit the invoice.
Docuflair Invoice supports email inboxes, Peppol network, portal upload and hot-folder import. Incoming invoices are automatically detected, validated and fed into the processing workflow.