What functions should a good software solution for the digital processing of incoming invoices provide?

Learn here what is important when choosing a software solution for processing digital incoming invoices.

The use of a software solution for the digital processing of incoming invoices offers numerous advantages. In addition to greater transparency, there are obviously the cost and time savings that result from the more efficient processing of the incoming invoices. Which software is right for your company and your requirements, however?

We show you what really matters so that you can find the right solution for your requirements from the huge number of offers.

Before you dive into the thicket of the special features of the current solutions for electronic invoice processing that are available on the market, you should make sure that the tool offers an adequate degree of user-friendliness. After all, what good is the most powerful tool if it doesn’t offer intuitive use? The employees of your company simply wouldn’t use it and would fall back on “tried and tested” paper processes instead.

The rule of thumb here is that an intuitive system requires a maximum of 30 minutes of instruction time and that everything else is self-explanatory.

(Legal) security

Invoices contain a lot of sensitive information that has to be handled with particular care. It is therefore a basic requirement that a software solution for the processing of invoices supports HTTPS and VPN protocols.

Furthermore, to guarantee legal certainty, the relevant statutory requirements should also be mapped, such as the HGB (German Commercial Code), the UstG (German Turnover Tax Act) and the GoBD (Principles for Duly Maintaining, Keeping and Storing Books, Records and Documents in Electronic Form and for Data Access).

It goes without saying that a solution for electronic invoice processing should be integrated into your existing system environment. After all, you don’t want an isolated solution that will ultimately result in even more work because you don’t have the corresponding interfaces. You should therefore ensure that integrations into commonplace systems such as SAP, Oracle or Microsoft Dynamics NAV (Navision) are offered by the provider as standard and/or that integration into your solution is possible.

Support of standard invoice formats

These days, we receive invoices in a variety of formats: by post in paper form, as PDF files in email attachments, and as X-invoices and ZUGFeRD invoices. A good software package for the digital processing of incoming invoices should be able to process every standard format without any problems, i.e. the tool will read the contents of the invoice automatically, and ideally check whether the invoice is GoBD-compliant.

Are you one of those forward-looking companies that has equipped its employees with mobile work equipment? Then you should make sure that your electronic solution for incoming invoices is also optimized for these devices or, even better, that it comes with an app.

It is therefore clear that there are lot of things to consider when choosing the optimum solution for the digital processing of invoices. It is often the case that the small details which only become apparent in practice make a huge difference. Therefore, please take this opportunity to learn about our easy invoice solution! In our Whitepaperwe will show you how to manage your invoice processing digitally and to archive incoming invoices on a legally-compliant basis.

related articles

A brief introduction to electronic invoices: What you need to know today 

In the past few years, a lot has changed in invoicing as well as in invoice receipt. More and more companies are turning to electronic invoices instead of sending traditional paper invoices. But what exactly is an e-invoice and how does it differ from a classic digital invoice?


Document Archiving: An Essential Building Block for Digitalizing Business Processes

It takes an archive to form the foundation for digitized, document-intensive business processes. Once established, the archive turns into a company-wide knowledge hub and simplifies location-independent collaboration, making it more flexible and easier to manage.


Retention periods for electronic invoices – how long to archive? 

If you rely on digital business processes, archiving electronic invoices may be more than just a good idea: it’s often required by law.