Service description easy invoice

1. General Information

1.1 Basic information

• easy invoice is an efficient solution for digital invoice processing. Incoming invoices are captured through a secure and transparent process, and invoice data is reliably extracted. The invoice then goes through a review and approval workflow, booking data is transferred to the downstream ERP system, and the invoice is archived in a legally compliant manner if needed. As a responsible manager, you always maintain full visibility over your invoice processes. Easy invoice integrates seamlessly into existing IT environments and scales with your business.
• With easy invoice, you simplify your incoming invoice process. All incoming invoices are first scanned or imported by the system. The data can be read with high accuracy and checked for correctness and plausibility by comparing it with existing information from other sources (e.g., ERP systems). At the same time, a formal check (e.g., §14 of the German VAT Act) is carried out, as well as a comparison with the purchase order. The validated data is then passed on to the review and approval workflow. Clerks, cost center managers, and accountants automatically receive their tasks and can fully concentrate on their roles in the processing chain. In the next step, the reviewed and approved invoices can be transferred to the ERP system for posting and, if necessary, stored in a revision-proof manner in the digital archive. Digitized documents are thus available to all authorized users both during the review and approval process and at any later time. Access can be made either directly from the solution itself or seamlessly from a connected ERP system.

1.2 Operation

• Customer can operate easy invoice in their own data center. In this setup, the software is installed and run on the company’s own servers. The internal IT staff is responsible for installation, ongoing operation, and maintenance. This option offers full control over the systems and allows them to be customized according to specific requirements. However, it also requires that the IT team has the necessary expertise and resources to manage and maintain the software effectively.
• The Managed Service for easy invoice enables digital invoice processing in a hosted and operated easy environment. As part of an outtasking model, an operations team takes over all necessary tasks. An easy expert team runs the easy software solutions on the easy Cloud Application Platform. With just a few configuration steps, customers receive a complete SaaS personnel solution. The operation of the easy invoice solution takes place exclusively on the platform of EASY SOFTWARE AG and is managed by the Managed Service Team of EASY SOFTWARE AG. More information about hosting.

1.3 Setup options

• With the services offered by easy, you are provided with optional solutions that help optimize the use of our easy systems. Thanks to our many years of experiencein transformation projects, we offer both best-practice and customized solutions. This also includes the ability to configure advanced validations (e.g. §14 UStG for Germany) on a project-specific basis.

1.4 Add ons & Connectors

• The integration with third-party applications is assessed and implemented as part of a separate consulting project.

2. Product specifications

Features	Description	easy invoice – Lite	easy invoice – Classic	easy invoice – Premium
Cost accounting	With cost accounting in Easy Invoice, you can systematically record all expenses, assign them to your project, and create precise budgets. This allows you to optimize your finances efficiently and make well-informed business decisions.	✔	✔	✔
Material costing	The “Material Costing” function enables the automated processing of invoices for material deliveries.	n/a	✔	✔
Document recognition	Document recognition allows you to automatically capture invoices and receipts. Simply scan or photograph them, and the software will extract all key information for you. This saves time and reduces errors in data entry.	n/a	✔	✔
Credit notes	The “Credit Notes” function allows you to correct incorrect invoices or process refunds by creating negative amounts that offset the original invoice.	✔	✔	✔
ERP master data (header)	When an invoice is received, the header data is automatically matched with the master data in the ERP systems, such as supplier information, bank details, and payment terms. This ensures efficient allocation and verification.	✔	✔	✔
ERP master data (line items) with 2- & 3-way matching	Invoice line items are automatically matched with purchase order and goods receipt data in the ERP system. Discrepancies are identified, and if the data matches, the invoice is processed automatically. This ensures efficient verification and transparency.	n/a	✔	✔
Technical integration with the ERP system	The technical integration enables seamless connectivity with your existing ERP system. This allows invoice data to be exchanged efficiency and accuracy while reducing manual input.	Projekt	Projekt	Projekt
E-invoice extraction	Automatically extracts relevant data from e-invoices in various formats such as Xrechnung or ZUGFeRD. Speeds up processing, reduces manual input, and prepares you optimally for the e-invoicing mandate.	✔	✔	✔
Xmail Fetcher	XMailFetcher automates the processing of incoming emails and attachments. It converts them into readable objects and supports various digital formats, accelerating and simplifying invoice receipt.	opt.	opt.	opt.
Mail Gateway	The MailGateway enables the automatic receipt of email invoices. It forwards them directly into the processing workflow, extracts relevant data, and initiates the approval process. This saves time and reduces manual input.	✔	✔	✔
Flexible organizational structure	You can set up and manage any number of separate company codes for different business units. This enables flexible and transparent financial accounting for complex corporate structures.	n/a	n/a	✔
Flexible cost centers	You can dynamically allocate invoices to different departments or projects. This enables precise cost control and simplifies internal cost allocation, significantly improving budget planning and cost analysis.	n/a	✔	✔
Approval process with up to 3 levels	You can set up to three approval levels. Each level can be authorized by different individuals or groups, allowing for thorough review and control before payment is made.	✔	✔	✔
4- and 5-level approval process	You can set up to five approval levels. Each level can be authorized by different individuals or groups, allowing for thorough review and control before payment is made.	n/a	n/a	✔
Unlimited tax rates	Thanks to an unlimited number of tax rates, easy invoice allows flexible processing of invoices with different tax rates. You can easily handle invoices from different countries or with special tax rates without any limitations on automation.	✔	✔	✔
Currency flexibility	You can process and manage invoices in any number of currencies. Ideal for international business relationships and companies with global suppliers.	n/a	✔	✔
Approval Portal / Invoice Portal with easy invoice	The approval portal allows your employees to review and approve invoices online – regardless of time and location. It speeds up the process and increases transparency in invoice management.	n/a	n/a	✔
Power User	The solution differentiates between various types of users. The Power User role enables clerks and accounting managers to comprehensively process invoices: capturing, reviewing, assigning, monitoring, workflows, and posting. Ideal for intensive use in accounts payable.	opt.	opt.	opt.
Portal User	The solution differentiates between various types of users. The Portal User role allows external auditors or controllers to view and research archived invoices without making any changes. Ideal for accessing information on completed invoice processes with restricted access rights.	n/a	n/a	opt.
Approval User	The solution differentiates between various types of users. The Approval User role allows cost center managers and subject matter experts to review individual invoices for accuracy. They can approve or reject them with justification, for example in case of defects or discrepancies. This optimizes the approval process and ensures invoice quality.	opt.	opt.	opt.
DATEV/BC Connector	The integration enables seamless data exchange with DATEV or Business Central. Postings and documents are transferred automatically, simplifying accounting and reducing errors.	opt.	opt.	opt.

3. Management of personnel file quotas

• When ordering easy invoice, the customer books a specific volume of incoming invoices for a 12-month period.
• Each invoice newly processed via easy invoice counts toward this volume.
• The volume decreases with each new incoming invoice.
• Once the booked volume is reached, easy reserves the right to notify the customer that the license volume has been used up.
• Each additional invoice will be charged at the rate for extra invoices as defined in the respective package (according to the offer) and will be invoiced with the next monthly report.

4. Support und Servicelevel

• Support for easy invoice is subject to the “Maintenance and Support Policy”.
• Support according to the „Standard Maintenance” level is included in the bookable cloud services.