Supplier invoices go straight from your inbox into your ERP

Supplier invoices arrive in your inbox. A language model pulls out the amount, supplier and line items, checks them against your purchase orders and enters them into your ERP. Your team only deals with the exceptions.

Illustration with fictional sample data.

How it works, step by step

For businesses that handle lots of supplier invoices: trades, retail, hospitality and medical practices

  1. Receive
  2. Extract
  3. Check
  4. Hand off
  5. Exceptions

  1. 1Receive

    A dedicated mailbox (such as invoices@) receives every invoice. Attachments and email text are picked up automatically, including photos and e-invoices in ZUGFeRD or XRechnung format.

  2. 2Extract

    A language model identifies the supplier, invoice number, date, net amount, tax, gross amount, due date and every line item, whatever the layout. New invoice formats don’t need a template.

  3. 3Check

    Fixed rules validate the data: Do the line items add up to the total? Is the supplier known? Is there a matching purchase order or delivery note? Is the invoice a duplicate?

  4. 4Hand off

    Checked invoices are entered through your system’s interface: as a posting proposal with account coding in DATEV, lexoffice or sevDesk, or as a supplier invoice in SAP Business One, Dynamics 365 Business Central or your industry software. The original file is stored and linked.

  5. 5Exceptions

    Anything unclear goes onto a short review list, along with the reason. One click approves or corrects it, and every correction sharpens the rules.

How it’s done today

The process we see in business after business before we get involved.

  • Invoices arrive as PDFs, photos or plain email text, and no two look the same.
  • Someone opens every email, types the supplier, invoice number, amount and due date into the ERP, then files the document.
  • Transposed digits only come to light during the payment run or when the tax advisor goes through the books.
  • Early payment discounts are missed because invoices sit unnoticed in the inbox.

What you need

We build on what you already have. You don’t need to buy anything new.

  • DATEV Unternehmen online
  • lexoffice
  • sevDesk
  • SAP Business One
  • Microsoft Dynamics 365 Business Central
  • Industry-specific ERP with an API or CSV/XML import

What you gain

The goal isn’t “having AI in your business.” It’s more time and less stress in your day.

  • No more manual data entry, just exceptions to review
  • Invoices are recorded the day they arrive, so early payment discounts don’t slip away
  • Fewer typos and duplicate postings thanks to automatic checks
  • Every invoice is filed with its original document and a check log, so it’s easy to trace

Illustrative calculation

150 invoices a month at 6 minutes each by hand: 15 hours a month.

With the workflow, around 15 percent end up as exceptions at 2 minutes each: less than an hour.

This is an illustrative calculation. We’ll work out your numbers in an initial call, using real invoices.

How we build it

For us, a language model is one tool within the process, not the process itself. Every workflow comes with fixed validation rules, connections to your systems and a person who handles exceptions. We start with a test run on real data from your business, show you the results and then decide together whether and how to move forward.

Frequently asked questions

Does this work with invoices sent as photos?

Yes. Photos and scans are converted to text first, then go through the same process. If the image quality is poor, the invoice goes onto the review list rather than into your system with the wrong data.

What if the model misreads something?

Fixed validation rules catch most errors, for example when the line items don’t match the total. Anything unclear goes to a person. The workflow creates posting proposals; it never triggers payments.

Where is the data stored?

Entirely within the EU if you prefer, with providers bound by a data processing agreement. Before we start, we agree with you which invoice data may be sent to a language model.

How long does it take to set up?

For one mailbox and one system with an interface, think weeks rather than months. We start with a test run on real invoices from the past few months.

Is this a good fit for your business?

Tell us about your process. We’ll tell you honestly whether and how it can be automated, and we’ll start with a test run on real data.

Start a project

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Or email us directly: kontakt@vectortec.de