Automating incoming invoices means capturing incoming invoices automatically, checking them against the purchase order, approving them digitally and handing them over to DATEV, without retyping anything. NordFlux builds this pipeline for you, from capture with Document AI through checking and approval all the way to accounting. You see every step and continue to approve everything yourself.
The invoice sits in the inbox, in the mail or on a colleague's desk. By the time it is booked, several people have worked on it, and no one knows exactly where it currently is.
We do not automate a single click, but the invoice's journey from arrival to accounting. We combine these five building blocks to match your workflow.
A PDF from the email inbox, a portal download or scanned paper: a Document AI reads out the vendor, invoice number, line items, amounts and tax rates. No more retyping, not even for invoices that look different every time.
Savings 3–6 h per weekAll channels come together into one pipeline: the rechnung@ inbox is monitored, supplier portals are collected, paper is added via the scanner. From arrival on, every invoice has a status you can view.
Effect nothing gets lostThe invoice is automatically matched against the purchase order and goods receipt: if quantity, price and supplier match, it goes straight on. Discrepancies and duplicate invoices land in a clarification folder instead of slipping unnoticed into the booking batch.
Effect discrepancies surface immediatelyApprovals run digitally by your rules: by amount, cost centre or department, with reminders and a deputy rule for holidays. The invoice no longer hangs in a full inbox, and early-payment discount deadlines stay within reach.
Savings early-payment discount is captured againChecked invoices go with the receipt and an account assignment proposal to DATEV Unternehmen online, to your tax advisor or your ERP. Accounting reviews and books instead of capturing.
Savings no double capturingThere is no single right tool. We choose based on what already runs at your company and on the systems that need to be connected.
Flexible & self-hostedn8n connects the inbox, Document AI, ERP and accounting into one pipeline and, if you wish, runs on a server in Germany. A good fit if data sovereignty matters to you or if many different systems come together.
Microsoft 365 already in placeIf you work with Microsoft 365, we build capture and approvals directly into your environment: approval via Teams or Outlook, storage in SharePoint. Your licences often already cover a large part of it.
Systems without an interfaceSome systems have no interface, such as DATEV screens or an older ERP. In that case a UiPath robot takes over the input exactly as a human would do at the screen, only error-free and at night.
From the first conversation to a running invoice pipeline in 30 days, at a fixed price instead of open timesheets.
60 minutes, non-binding: we look at how invoices arrive at your company today, who checks them and where things get stuck.
You receive a concrete proposal: which pipeline we build, which systems are connected and what it costs. One number, no surprises.
We build the automation and test it with your real incoming invoices, including the awkward special cases. You see every interim result.
Your team gets to know the pipeline, receives documentation and knows where it can step in. On request we continue to support operations.
Order confirmations, delivery notes, applications, reports: what works for invoices works for many recurring processes. On the overview page you can see what else can be automated in a mid-sized business.
In the free initial analysis we work out together what your incoming invoices cost today and what automation delivers. 60 minutes, non-binding, without sales pressure.
After the free initial analysis, you receive a fixed price that depends on the number of incoming channels and the systems to be connected. Flat price lists would be irresponsible, because a pure DATEV setup is something different from a workflow with ERP, order matching and three approval levels. The fixed price is set before you decide, and it does not change during the project.
Yes, handover to DATEV is the most common endpoint of the workflows we build. Depending on the setup, we use the DATEV interfaces or, if no interface is available, a UiPath robot that operates the booking screens directly. Your tax advisor receives receipts and posting suggestions exactly the way they need them.
Modern Document AI reads standard fields such as amount, invoice number and creditor very reliably, even with layouts it has never seen before. What matters is how the rest is handled: invoices the system is unsure about go into a clarification folder and are checked by a human instead of being posted incorrectly. Nothing that the workflow could not reliably recognize ever goes unchecked into the accounting.
The mandatory e-invoicing requirement makes automation easier, not obsolete. XRechnung and ZUGFeRD deliver structured data, but it still has to be checked, approved and posted, and paper and PDF invoices from small suppliers will still be with you for years to come. We build the workflow so that it processes e-invoices and classic formats in a single process.
Often yes, because the costs are not only in the processing time. Missed early-payment discounts, reminder fees and the end-of-month pile cost noticeable money and nerves even at smaller volumes. In the initial analysis, we calculate this honestly, and if automation does not pay off at your volume, we tell you just as clearly.
