{"id":218617,"date":"2025-07-31T18:06:11","date_gmt":"2025-07-31T16:06:11","guid":{"rendered":"https:\/\/easy-software.com\/?page_id=218617"},"modified":"2025-07-31T18:21:09","modified_gmt":"2025-07-31T16:21:09","slug":"easyinvoice","status":"publish","type":"page","link":"http:\/\/easy-software.com\/en\/service-description\/easyinvoice\/","title":{"rendered":"Service description easy invoice"},"content":{"rendered":"<div class=\"gb-container gb-container-5a060613\"><div class=\"gb-inside-container\">\n<h1 class=\"gb-headline gb-headline-ba3e7689 gb-headline-text gb-headline-large\">Service description easy invoice<\/h1>\n\n<div class=\"gb-container gb-container-ae4cfc2d\"><div class=\"gb-inside-container\">\n\n<ol class=\"wp-block-list\">\n<li><a href=\"#1\">General information<\/a><\/li>\n\n\n\n<li><a href=\"#2\">Product specifications<\/a><\/li>\n\n\n\n<li><a href=\"#3\">Management of personnel file quotas<\/a><\/li>\n\n\n\n<li><a href=\"#4\">Support<\/a><\/li>\n<\/ol>\n\n<\/div><\/div>\n\n\n<h2 class=\"gb-headline gb-headline-685ff3fd gb-headline-text gb-headline-medium\" id=\"1\">1. General Information <\/h2>\n\n\n\n<h3 class=\"gb-headline gb-headline-f0c15d46 gb-headline-text gb-headline-small\">1.1 Basic information<\/h3>\n\n\n\n<ul class=\"wp-block-list blocklist\">\n<li><strong>easy invoice<\/strong> 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.<\/li>\n\n\n\n<li>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., \u00a714 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.<\/li>\n<\/ul>\n\n\n\n<h3 class=\"gb-headline gb-headline-44392980 gb-headline-text gb-headline-small\">1.2 Operation<\/h3>\n\n\n\n<ul class=\"wp-block-list blocklist\">\n<li>Customer can operate easy invoice in their own data center. In this setup, the software is installed and run on the company\u2019s 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.<\/li>\n\n\n\n<li>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. <a href=\"https:\/\/easy-software.com\/en\/service-description\/hosting\/\">More information about hosting.<\/a><\/li>\n<\/ul>\n\n\n\n<h3 class=\"gb-headline gb-headline-311bb159 gb-headline-text gb-headline-small\">1.3 Setup options<\/h3>\n\n\n\n<ul class=\"wp-block-list blocklist\">\n<li>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. \u00a714 UStG for Germany) on a project-specific basis.<\/li>\n<\/ul>\n\n\n\n<h3 class=\"gb-headline gb-headline-4c9b1741 gb-headline-text gb-headline-small\">1.4 Add ons &amp; Connectors<\/h3>\n\n\n\n<ul class=\"wp-block-list blocklist\">\n<li>The integration with third-party applications is assessed and implemented as part of a separate consulting project.<\/li>\n<\/ul>\n\n\n\n<h2 class=\"gb-headline gb-headline-f01e2173 gb-headline-text gb-headline-medium\" id=\"2\">2. Product specifications<\/h2>\n\n\n\n<figure class=\"wp-block-table is-style-stripes\"><table><thead><tr><th>Features<\/th><th>Description<\/th><th class=\"has-text-align-center\" data-align=\"center\">easy invoice &#8211; Lite<\/th><th class=\"has-text-align-center\" data-align=\"center\">easy invoice &#8211; Classic<\/th><th class=\"has-text-align-center\" data-align=\"center\">easy invoice &#8211; <br>Premium<\/th><\/tr><\/thead><tbody><tr><td><strong>Cost accounting<\/strong><\/td><td>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.<\/td><td class=\"has-text-align-center\" data-align=\"center\">\u2714<\/td><td class=\"has-text-align-center\" data-align=\"center\">\u2714<\/td><td class=\"has-text-align-center\" data-align=\"center\">\u2714<\/td><\/tr><tr><td><strong>Material costing<\/strong><\/td><td>The &#8220;Material Costing&#8221; function enables the automated processing of invoices for material deliveries.<\/td><td class=\"has-text-align-center\" data-align=\"center\">n\/a<\/td><td class=\"has-text-align-center\" data-align=\"center\">\u2714<\/td><td class=\"has-text-align-center\" data-align=\"center\">\u2714<\/td><\/tr><tr><td><strong>Document recognition<\/strong><\/td><td>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.<\/td><td class=\"has-text-align-center\" data-align=\"center\">n\/a<\/td><td class=\"has-text-align-center\" data-align=\"center\">\u2714<\/td><td class=\"has-text-align-center\" data-align=\"center\">\u2714<\/td><\/tr><tr><td><strong>Credit notes<\/strong><\/td><td>The &#8220;Credit Notes&#8221; function allows you to correct incorrect invoices or process refunds by creating negative amounts that offset the original invoice.<\/td><td class=\"has-text-align-center\" data-align=\"center\">\u2714<\/td><td class=\"has-text-align-center\" data-align=\"center\">\u2714<\/td><td class=\"has-text-align-center\" data-align=\"center\">\u2714<\/td><\/tr><tr><td><strong>ERP master data (header)<\/strong><\/td><td>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.<\/td><td class=\"has-text-align-center\" data-align=\"center\">\u2714<\/td><td class=\"has-text-align-center\" data-align=\"center\">\u2714<\/td><td class=\"has-text-align-center\" data-align=\"center\">\u2714<\/td><\/tr><tr><td><strong>ERP master data (line items) with 2- &amp; 3-way matching<\/strong><\/td><td>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.<\/td><td class=\"has-text-align-center\" data-align=\"center\">n\/a<\/td><td class=\"has-text-align-center\" data-align=\"center\">\u2714<\/td><td class=\"has-text-align-center\" data-align=\"center\">\u2714<\/td><\/tr><tr><td><strong>Technical integration with the ERP system<\/strong><\/td><td>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.<\/td><td class=\"has-text-align-center\" data-align=\"center\">Projekt<\/td><td class=\"has-text-align-center\" data-align=\"center\">Projekt<\/td><td class=\"has-text-align-center\" data-align=\"center\">Projekt<\/td><\/tr><tr><td><strong>E-invoice extraction<\/strong><\/td><td>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.<\/td><td class=\"has-text-align-center\" data-align=\"center\">\u2714<\/td><td class=\"has-text-align-center\" data-align=\"center\">\u2714<\/td><td class=\"has-text-align-center\" data-align=\"center\">\u2714<\/td><\/tr><tr><td><strong>Xmail Fetcher<\/strong><\/td><td>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.\u00a0<\/td><td class=\"has-text-align-center\" data-align=\"center\">opt.<\/td><td class=\"has-text-align-center\" data-align=\"center\">opt.<\/td><td class=\"has-text-align-center\" data-align=\"center\">opt.<\/td><\/tr><tr><td><strong>Mail Gateway<\/strong><\/td><td>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.<\/td><td class=\"has-text-align-center\" data-align=\"center\">\u2714<\/td><td class=\"has-text-align-center\" data-align=\"center\">\u2714<\/td><td class=\"has-text-align-center\" data-align=\"center\">\u2714<\/td><\/tr><tr><td><strong>Flexible organizational structure<\/strong><\/td><td>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.\u00a0<\/td><td class=\"has-text-align-center\" data-align=\"center\">n\/a<\/td><td class=\"has-text-align-center\" data-align=\"center\">n\/a<\/td><td class=\"has-text-align-center\" data-align=\"center\">\u2714<\/td><\/tr><tr><td><strong>Flexible cost centers<\/strong><\/td><td>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.<\/td><td class=\"has-text-align-center\" data-align=\"center\">n\/a<\/td><td class=\"has-text-align-center\" data-align=\"center\">\u2714<\/td><td class=\"has-text-align-center\" data-align=\"center\">\u2714<\/td><\/tr><tr><td><strong>Approval process with up to 3 levels<\/strong><\/td><td>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.<\/td><td class=\"has-text-align-center\" data-align=\"center\">\u2714<\/td><td class=\"has-text-align-center\" data-align=\"center\">\u2714<\/td><td class=\"has-text-align-center\" data-align=\"center\">\u2714<\/td><\/tr><tr><td><strong>4- and 5-level approval process<\/strong><\/td><td>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.<\/td><td class=\"has-text-align-center\" data-align=\"center\">n\/a<\/td><td class=\"has-text-align-center\" data-align=\"center\">n\/a<\/td><td class=\"has-text-align-center\" data-align=\"center\">\u2714<\/td><\/tr><tr><td><strong>Unlimited tax rates<\/strong><\/td><td>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.<\/td><td class=\"has-text-align-center\" data-align=\"center\">\u2714<\/td><td class=\"has-text-align-center\" data-align=\"center\">\u2714<\/td><td class=\"has-text-align-center\" data-align=\"center\">\u2714<\/td><\/tr><tr><td><strong>Currency flexibility<\/strong><\/td><td>You can process and manage invoices in any number of currencies. Ideal for international business relationships and companies with global suppliers.<\/td><td class=\"has-text-align-center\" data-align=\"center\">n\/a<\/td><td class=\"has-text-align-center\" data-align=\"center\">\u2714<\/td><td class=\"has-text-align-center\" data-align=\"center\">\u2714<\/td><\/tr><tr><td><strong>Approval Portal \/ Invoice Portal with easy invoice<\/strong><\/td><td>The approval portal allows your employees to review and approve invoices online &#8211; regardless of time and location. It speeds up the process and increases transparency in invoice management.<\/td><td class=\"has-text-align-center\" data-align=\"center\">n\/a<\/td><td class=\"has-text-align-center\" data-align=\"center\">n\/a<\/td><td class=\"has-text-align-center\" data-align=\"center\">\u2714<\/td><\/tr><tr><td><strong>Power User<\/strong><\/td><td>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.<\/td><td class=\"has-text-align-center\" data-align=\"center\">opt.<\/td><td class=\"has-text-align-center\" data-align=\"center\">opt.<\/td><td class=\"has-text-align-center\" data-align=\"center\">opt.<\/td><\/tr><tr><td><strong>Portal User<\/strong><\/td><td>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.<\/td><td class=\"has-text-align-center\" data-align=\"center\">n\/a<\/td><td class=\"has-text-align-center\" data-align=\"center\">n\/a<\/td><td class=\"has-text-align-center\" data-align=\"center\">opt.<\/td><\/tr><tr><td><strong>Approval User<\/strong><\/td><td>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.<\/td><td class=\"has-text-align-center\" data-align=\"center\">opt.<\/td><td class=\"has-text-align-center\" data-align=\"center\">opt.<\/td><td class=\"has-text-align-center\" data-align=\"center\">opt.<\/td><\/tr><tr><td><strong>DATEV\/BC Connector<\/strong><\/td><td>The integration enables seamless data exchange with DATEV or Business Central. Postings and documents are transferred automatically, simplifying accounting and reducing errors.<\/td><td class=\"has-text-align-center\" data-align=\"center\">opt.<\/td><td class=\"has-text-align-center\" data-align=\"center\">opt.<\/td><td class=\"has-text-align-center\" data-align=\"center\">opt.<\/td><\/tr><\/tbody><\/table><\/figure>\n\n\n\n<h2 class=\"gb-headline gb-headline-67e22ce3 gb-headline-text gb-headline-medium\" id=\"3\">3. Management of personnel file quotas<\/h2>\n\n\n\n<ul class=\"wp-block-list blocklist\">\n<li>When ordering easy invoice, the customer books a specific volume of incoming invoices for a 12-month period.<\/li>\n\n\n\n<li>Each invoice newly processed via easy invoice counts toward this volume.<\/li>\n\n\n\n<li>The volume decreases with each new incoming invoice.<\/li>\n\n\n\n<li>Once the booked volume is reached, easy reserves the right to notify the customer that the license volume has been used up.<\/li>\n\n\n\n<li>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.<\/li>\n<\/ul>\n\n\n\n<h2 class=\"gb-headline gb-headline-5d476176 gb-headline-text gb-headline-medium\" id=\"4\">4. Support und Servicelevel<\/h2>\n\n\n\n<ul class=\"wp-block-list blocklist\">\n<li>Support for easy invoice is subject to the <a href=\"https:\/\/conrizon.com\/en\/contracts\/\">\u201cMaintenance and Support Policy\u201d<\/a>.<\/li>\n\n\n\n<li>Support according to the \u201eStandard Maintenance\u201d level is included in the bookable cloud services.<\/li>\n<\/ul>\n\n<\/div><\/div>\n\n<div class=\"gb-container gb-container-f3d8b295\" id=\"invoice\">\n<div class=\"gb-grid-wrapper gb-grid-wrapper-f05d3b4b\">\n<div class=\"gb-grid-column gb-grid-column-8f7c3542\"><div class=\"gb-container gb-container-8f7c3542 grid-padding-left\">\n\n<p class=\"gb-headline gb-headline-2bf5c1dd gb-headline-text gb-headline-medium\">The right data in the right hands<\/p>\n\n<\/div><\/div>\n\n<div class=\"gb-grid-column gb-grid-column-7dea81cb\"><div class=\"gb-container gb-container-7dea81cb grid-padding-right\">\n\n<p class=\"gb-headline gb-headline-d883c170 gb-headline-text gb-headline-marked-headline\">easy<mark style=\"background-color:rgba(0, 0, 0, 0)\" class=\"has-inline-color has-easy-cyan-color\">invoice<\/mark><\/p>\n\n\n\n<p>Check and approve invoices digitally.<\/p>\n\n\n\n<a class=\"gb-button gb-button-283ce650 gb-button-large-btn\" href=\"https:\/\/easy-software.com\/en\/easy-invoice\/\"><span class=\"gb-button-text\">easy invoice<\/span><span class=\"gb-icon\"><svg version=\"1.1\" id=\"Ebene_1\" xmlns=\"http:\/\/www.w3.org\/2000\/svg\" xmlns:xlink=\"http:\/\/www.w3.org\/1999\/xlink\" x=\"0px\" y=\"0px\" viewBox=\"0 0 48 48\" style=\"enable-background:new 0 0 48 48;\" xml:space=\"preserve\"><path d=\"m29.95 39.1-3.25-3.2 9.6-9.65h-33V21.7h33l-9.6-9.65 3.25-3.2L45.05 24Z\"><\/path><\/svg><\/span><\/a>\n\n<\/div><\/div>\n<\/div>\n<\/div>","protected":false},"excerpt":{"rendered":"<p>Service description easy invoice 1. General Information 1.1 Basic information 1.2 Operation 1.3 Setup options 1.4 Add ons &amp; Connectors 2. Product specifications Features Description easy invoice &#8211; Lite easy invoice &#8211; Classic easy invoice &#8211; 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. \u2714 \u2714 \u2714 Material costing The &#8220;Material Costing&#8221; function enables the automated processing of invoices for material deliveries. n\/a \u2714 \u2714 Document recognition Document recognition allows you &#8230; <a title=\"Service description easy invoice\" class=\"read-more\" href=\"http:\/\/easy-software.com\/en\/service-description\/easyinvoice\/\" aria-label=\"Read more about Service description easy invoice\">Details<\/a><\/p>\n","protected":false},"author":64,"featured_media":0,"parent":151789,"menu_order":0,"comment_status":"closed","ping_status":"closed","template":"","meta":{"_acf_changed":false,"footnotes":"","_links_to":"","_links_to_target":""},"class_list":{"0":"post-218617","1":"page","2":"type-page","3":"status-publish","5":"no-featured-image-padding"},"acf":[],"_links":{"self":[{"href":"https:\/\/easy-software.com\/en\/wp-json\/wp\/v2\/pages\/218617","targetHints":{"allow":["GET"]}}],"collection":[{"href":"https:\/\/easy-software.com\/en\/wp-json\/wp\/v2\/pages"}],"about":[{"href":"https:\/\/easy-software.com\/en\/wp-json\/wp\/v2\/types\/page"}],"author":[{"embeddable":true,"href":"https:\/\/easy-software.com\/en\/wp-json\/wp\/v2\/users\/64"}],"replies":[{"embeddable":true,"href":"https:\/\/easy-software.com\/en\/wp-json\/wp\/v2\/comments?post=218617"}],"version-history":[{"count":0,"href":"https:\/\/easy-software.com\/en\/wp-json\/wp\/v2\/pages\/218617\/revisions"}],"up":[{"embeddable":true,"href":"https:\/\/easy-software.com\/en\/wp-json\/wp\/v2\/pages\/151789"}],"wp:attachment":[{"href":"https:\/\/easy-software.com\/en\/wp-json\/wp\/v2\/media?parent=218617"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}}