easy invoice
Processes thousands of invoices a day.
12 Times Faster, Better, Smarter
Save time and money with invoice processing software
Extract, process, approve and archive invoices from anywhere, anytime
Accelerate Processing, Reduce Errors
Transparency for Accounting, Employees & Suppliers
Features
Capture, Extract, Approve. Easy as that.
Boost the efficiency and throughput of your accounts payable department: easy invoice shortens your entire invoice review process from capture to approval.
- Workflow-supported invoice management
- Efficient invoice capture (analog or digital)
- Processing of eInvoices (EN 16931)
- Automatic assignment of invoices to purchase orders
- Flexible splitting and merging of positions
- Booking templates for recurring invoice types, e.g. telecommunications, energy
- AI support for booking proposals, payment term checks, fact checker identification, and approval decisions
- Commercial review, reconciliation of prices, quantities etc.
- Review and approval of invoices, taking value limits into account
- Secure long-term archiving in combination with easy archive
Uniform process – regardless of format
Whether photographed paper invoices, PDFs, or structured e-invoices: easy invoice processes all common formats in a uniform, digital workflow. Efficient capture forms the basis for consistent, seamless processing. The intelligent easy invoice automatically recognizes the format, sender, and invoice type. This allows easy invoice to extract or read the invoice data and forward it in a structured manner to the ERP or DMS system. No manual checking required. No time is lost. The result is an efficient, transparent, and fully integrated invoicing process.
All common formats
Extract invoice data
Transfer to ERP or DMS
Intelligent classification – rules & AI
Automatic classification is hybrid. Rule-based logic recognizes recurring patterns, such as those related to suppliers or invoice types. Artificial intelligence (AI) supplements these rules with semantic analysis for unstructured invoices or varying layouts, for example. This ensures that every invoice is reliably recognized, assigned, and prepared, regardless of its format or complexity. AI also supports posting proposals, payment term checks, fact checker determination, and approval decisions.
Automatic classification
Artificial intelligence (AI)
Semantic analysis
Recognize suppliers immediately
Match invoices with supplier master data and purchase orders (two-way match) in your ERP system in seconds: easy invoice automatically checks the purchase order reference of incoming invoices – saving you time and providing you with valid and up-to-date data.
Reconciliation with supplier master data
Checking for order reference
Interaction with ERP
Workflow-based routing
After classification, workflow-based routing takes over. Invoices are automatically forwarded as tasks to the responsible persons or departments, taking into account value limits, approval levels, and other rules that can be defined individually. Items can be split or merged flexibly, e.g., in the case of collective invoices.
Consideration of value limits
Compliance with approval levels
Splitting and merging items
Double check & path to approval
easy invoice ensures that certain invoices are checked by four or more people. For example, invoices above a certain amount. This ensures process compliance within your company and reduces the number of incorrect invoices to almost zero. easy invoice automatically notifies the responsible persons about pending invoice approvals. This significantly speeds up the approval of invoices, and easy invoice then automatically transfers them to your ERP system.
Multi-eye principle
Accelerate approvals
Transfer to ERP
„With easy invoice, we have restricted invoice approval to a specific group of people and set up targeted escalation routines. If an invoice exceeds a certain amount, additional people, such as members of management, are automatically involved in the approval process and a dual control principle is activated.“
Alexander Sonndag,
Adam Hall
Seamless integration into common ERP systems
Verified invoices can be transferred directly to ERP systems such as Microsoft Dynamics Business Central, Microsoft Dynamics 365 for Finance and Supply Chain Management, or SAP, etc., as posting proposals. In addition, easy invoice can be expanded to include document management for specialized applications, such as contract management or HR as well as secure storage, providing maximum transparency and traceability.
Connect ERP and third-party systems
Flexible interfaces
Reduced integration time
Review, posting, archiving
easy supports the entire process chain from invoice receipt to archiving. This includes commercial verification aligned with tax regulations, technical verification and approval with role-based workflows, automatic assignment to order processes, and posting templates for recurring invoice types, such as energy and telecommunications. It also includes the secure archiving of all documents and process steps.
Commercial examination
Technical review
Secure archiving
get suppliers Involved
Supplier Self-Services
Provide a supplier portal to get your Suppliers involved, get information faster and keep suppliers up-to-date.
archiving
Every Invoice Archived by default
Every email, Attachment and invoice is automatically stored in easy archive to ensure you stay GDPR compliant and can find everything on demand.
Integrations / Add-ons
easy to connect
Book verified invoices easily and transparently in your ERP system, such as Microsoft Dynamics Business Central (BC). You can also easily expand your Microsoft Dynamics with easy to include document management and secure storage.
Digital invoice processing in SAP. Paper invoices or invoices received electronically are processed in a uniform, transparent process.
Benefits
Invoice processing – easy as pie
Automated invoice processing with easy invoice: speed, efficiency and security with a single tool to optimize your business for the future.
Save Time, Money and eliminate trivial tasks
Invoice processing with easy means more time and money for what makes your business successful.
Processing an invoice manually can take up to 12 times longer than with easy invoice, free your business from tasks that can be automated. With OCR, AI and the right integrations, easy invoice enables your business to move faster and more efficiently. Want Proof? Look at our customer success stories.
digital, compliant & Transaction-Secure
Extract, process, approve and archive invoices from anywhere, anytime.
Regardless of the invoice format, ensure invoices are processed in a transaction-secure manner with easy invoice from where-ever employees are working. Automatic booking in your ERP system are supported and all email communication and attachments are archived.
Accelerate Processing, Reduce Errors
Drastically cut down processing time with intelligent recognition, automated processes and better search.
Focus on decisions, not on processing invoices. Process invoices faster by ensuring information is correctly extracted, matched to supplier information and prepared properly so a decision can be made in an instant.
Transparency for Accounting, Employees & Suppliers
Automating Invoices Processing means you can always ensure the data is accessible to those who need it.
Move faster by ensuring everyone has the proper access to invoices, data and tasks at each stage in the process. Improve cooperation between accounting and business units while enabling suppliers to even become involved.
Frequently asked questions about easy invoice
What exactly is easy invoice?
easy invoice is a software solution that automates the processing of incoming invoices. It digitizes the entire process — from capture and verification to secure archiving — ensuring greater efficiency, transparency, and compliance.
What advantages does easy invoice offer companies?
- Significant time savings through automated checks
- Fewer manual steps minimize errors
- Transparent and traceable processes
- Access from any location
- Accelerates invoice approval
- Easy integration into ERP and financial accounting systems (e.g., Microsoft Dynamics 365, SAP)
What types of invoices does easy invoice process?
The solution supports:
- PDF invoices via email
- Electronic invoices (e-invoices) in XML formats
- Paper documents (via scanning and OCR recognition)
How are paper invoices integrated?
Paper documents can be scanned early on and integrated into the digital workflow. This allows even analog invoices to benefit from automated processes.
How does the invoice verification process work with easy invoice?
The software automatically checks:
- Mandatory information
- Matching against the order and delivery note (Three-way match)
- Confirming the accuracy of services received
Any incorrect or missing information is immediately detected and rejected automatically.
Can the approval process be customized?
Yes, easy invoice offers:
- Multi-level approval processes (e.g., dual control principle)
- Setting up delegation or proxy rules for absences
- Escalations in case of delays
- Budget limits and approval levels
How are roles and access rights set up?
You can ensure that each employee receives the exact access rights necessary for their role. This protects sensitive data while facilitating coordination between departments and management.
The granular authorization concept:
- Precise access control at invoice level for individual employees or entire departments.
- There are four types of differentiated rights: read-only, edit, approve, and administrative.
- Map your organizational structure and hierarchies in the system.
How are invoices archived long-term?
Once the approval process is complete, all documents, including the workflow history, are automatically stored in easy archive.
This means:
- Tamper-proof storage
- Complete documentation of the workflow history
- Verifiability and traceability
What is important to know about receiving invoices via email?
A simple email backup is not sufficient for long-term archiving. If an email contains tax-relevant information, the email and its attachments must be archived. easy archive performs this task automatically.
How is EU data protection ensured when using AI functions?
The protection of your data is guaranteed, as the AI integrated into easy invoice is hosted exclusively in European data centers. This ensures compliance with data protection regulations and rules.
How does AI recognition differ from traditional text recognition (OCR)?
AI recognition greatly simplifies the setup process, thereby shortening project duration. Additionally, AI often produces more accurate results than traditional OCR technology.
What data is used to train the AI? Is it self-learning?
The AI is based on a pre-built model that is hosted in a secure environment provided by the vendor, Azure. Your customer data is not fed into this environment. Therefore, the AI that supports easy invoice is not a self-learning system that learns from errors or your data.
Are the AI features available when easy invoice is installed on-premises?
Yes, easy invoice can be installed in your own environment (on-premises). Connections to additional AI functions, such as chat or AI-supported document extraction via the Large Language Model (LLM), are established via the cloud. Therefore, these AI functions are cloud services.