Invoice approval workflow: capture, check and approve incoming invoices digitally
An invoice approval workflow automatically guides every incoming invoice from the inbox through checking and approval to posting in your ERP system.
With enaio and AWP Consult, this process runs digitally, follows clear approval rules and complies with the German GoBD (principles for the proper keeping and retention of books, records and documents in electronic form and for data access). It makes no difference whether the invoice arrives on paper, as a PDF, as an XRechnung or in ZUGFeRD format.
250+
completed projects since 2006
150+
reference customers in the DACH region
12 to 18
months average payback
Incoming invoice in the workflowSample view
Receipt
XRechnung detected via email
Capture
Supplier, amounts and tax extracted
Checking
Mandatory details, order and goods receipt matched
Approval
Waiting for cost centre manager
Posting and archive
Transfer to DATEV, SAP or Dynamics
Key facts at a glance
01
An invoice approval workflow is the defined digital process that every incoming invoice follows from the inbox through capture, factual and arithmetical checking, account coding and approval to posting in the ERP system and audit-proof archiving.
02
Since 1 January 2025, all companies in Germany must be able to receive e-invoices that comply with the European standard EN 16931, i.e. XRechnung and ZUGFeRD from the BASIC profile upwards. The obligation to issue e-invoices follows in 2027 and 2028.
03
Input tax deduction under Section 15 of the German VAT Act (UStG) requires a proper invoice. The workflow therefore automatically checks the mandatory details under Section 14(4) UStG and, for small amounts up to 250 euros, under Section 33 of the German VAT Implementing Ordinance (UStDV).
04
As accounting vouchers, invoices must generally be retained for eight years under Section 147 of the German Fiscal Code (AO), and e-invoices in the structured format in which they were received.
05
If you want to automate invoice receipt, you need not only recognition but also an approval matrix based on your signature policy, tolerances for the 3-way match and a cleansed supplier master file.
06
For AWP Consult customers, the implementation pays for itself after 12 to 18 months on average, based on more than 40 companies.
Sounds right for your company? Let's talk.
What is an invoice approval workflow?
An invoice approval workflow is the defined digital process that every incoming invoice in your company follows: receipt, capture, factual and arithmetical checking, approval, posting and archiving. The system automatically assigns tasks to the responsible people, sends deadline reminders and logs every step. This means accounts payable always knows where an invoice stands and who is currently working on it.
01
Invoice receipt workflow
The short form many people use when searching for the topic. It refers to the fixed sequence of checking and approval steps an invoice goes through after receipt, with responsibilities, deadlines and a log.
02
Incoming invoice processing
The umbrella term for everything that happens to an incoming invoice, from data capture to payment. The workflow is the controlled part of it, in which people check and decide.
03
Accounts payable workflow
Another term for the same thing. Both describe the digital checking and approval process for supplier invoices in accounts payable.
04
Invoice approval
The step in which responsible people approve an invoice for payment. In the workflow, this follows fixed rules, with amount limits, deputies and the four-eyes principle.
Have your current invoice process mapped
In a workflow analysis, we record volumes, special cases and approval routes and show which steps can be automated in your company.
What is the difference between manual and digital invoice receipt?
Manual invoice receipt relies on circulation folders, forwarded emails and retyping, whereas a digital invoice approval workflow immediately assigns every invoice to the responsible reviewer, monitors deadlines, detects duplicates and changed bank details and logs every step for the tax audit. Most companies do not notice the difference on a single invoice, but on the cases that get stuck today.
| Criterion | Manual invoice receipt | Digital invoice approval workflow |
|---|---|---|
| Processing time | Invoices sit in circulation folders and mailboxes | The invoice reaches the responsible reviewer immediately |
| Discount | Deadlines expire because nobody knows the status | Work queues are sorted by discount due date, with escalation before the deadline |
| Errors | Retyping leads to transposed digits and duplicate payments | Automatic capture, mandatory details check and duplicate check |
| Fraud protection | New bank details are noticed only in the payment run, or not at all | IBAN check against the supplier master file blocks deviating invoices |
| Holidays and sickness | Invoices wait until the person is back | Deputy rules apply automatically |
| Tax audit | Vouchers have to be gathered from folders | Voucher, posting and approval log at the push of a button |
Who benefits from an invoice approval workflow?
An invoice approval workflow pays off wherever many supplier invoices meet few people in accounts payable. Three industries in which we implement this particularly often:
Freight forwarding and logistics
Freight invoices from subcontractors, toll receipts, self-billing procedures and high monthly volumes. The workflow links invoice, order and proof of delivery and speeds up the checking of freight costs.
DMS for logisticsWelfare and social services
Several facilities, cost bearers and funding sources that must be allocated correctly. Approvals follow the responsibilities of each facility, and the use of funds remains traceable.
Solutions for the social sectorManufacturing and trade
Many invoices with a purchase order reference, where the 3-way match handles almost all of the checking. Departments see only deviations instead of every single invoice.
DMS for manufacturingHow can you automate invoice receipt?
You automate invoice receipt in six steps: receipt via all channels, capture with AI, factual and arithmetical checking, account coding, approval according to fixed rules, and posting with audit-proof filing. Only exceptions reach people, and everything else continues without manual intervention. This is how an incoming invoice moves through your company with enaio. Every step is adapted to your organisation, not the other way round.
01
Receipt via all channels
Invoices arrive by post, as a PDF by email, as an XRechnung or in ZUGFeRD format. Paper is scanned centrally, and email inboxes are collected automatically. Every invoice immediately receives a unique ID and a receipt stamp, from which processing time and the discount period are measured.
02
Capture with AI
enaio classify extracts the supplier, invoice number, date, amounts, tax rates and order number. For structured e-invoices, the data comes directly from the XML file. The AI module enaio kairos learns from every corrected invoice.
03
Factual and arithmetical checking
The system checks the mandatory details under Section 14(4) of the German VAT Act (UStG), and for small amounts under Section 33 UStDV, as well as duplicates, bank details and arithmetical accuracy. In the 3-way match, it compares invoice, purchase order and goods receipt within defined tolerances. If everything matches, the invoice continues without manual intervention.
04
Account coding
General ledger account, cost centre and tax code are suggested from master data, the order reference or earlier invoices from the same supplier. Accounts payable confirms or corrects them with one click.
05
Rule-based approval
The invoice reaches the right people, depending on amount, cost centre and supplier. The four-eyes principle, deputies and escalation before the discount period ends are firmly defined. You can also approve on the go on your smartphone.
06
Posting and audit-proof filing
The approved data is sent as a posting to your ERP or financial accounting system. Invoice, audit log and approval history are stored audit-proof in enaio and can be found in seconds.
What does this process look like in your company? In a workflow analysis, we map your current invoice process and show which steps can be automated.
Book a workflow analysisWho approves which invoice? The approval matrix
The approval matrix determines who approves an invoice: it assigns each invoice, by amount, cost centre, supplier and order reference, to the people responsible for factual checking and approval, governs deputies and the four-eyes principle, and is derived from your valid signature policy. It is the core of the workflow and is defined in the analysis phase together with accounts payable and the departments. This is an example of what it can look like:
| Invoice | Factual check | Approval | Additionally |
|---|---|---|---|
| up to 2,500 euros | Person who placed the order | Cost centre manager | Deputy automatic |
| 2,500 to 25,000 euros | Cost centre | Head of department | Four-eyes principle |
| over 25,000 euros | Cost centre | Head of department and management | Four-eyes principle |
| with 3-way match within tolerance | automatic | not required | Sample checks possible |
Example values. The limits depend on your signature policy.
Deputies and escalation
If someone is absent, their deputy takes over automatically, at most with the deputy's own amount limit. If an invoice waits too long, the workflow escalates before the discount period ends.
Mobile approval
Managers check and approve invoices in the browser or on their smartphone, without a client and without a circulation folder.
Queries within the case
Questions are clarified directly on the invoice. The query and its answer remain part of the log.
What does an invoice approval workflow check on every invoice?
An invoice approval workflow checks every invoice for the mandatory details under Section 14(4) of the German VAT Act (UStG), the e-invoice format, the match with purchase order and goods receipt, the bank details against the supplier master file, the discount period and the approval authority under the signature policy. We define these building blocks in every project with accounts payable, purchasing and controlling. They determine how many invoices pass through touchlessly and how secure your input tax deduction is.
Define the checking rules for your invoice receipt
Together with accounts payable, purchasing and controlling, we define which checks run automatically and which invoices go to people.
Book a workflow analysis +49 6104 94738-1301
Mandatory details and input tax deduction
The formal check is not an end in itself. Under Section 15(1) sentence 2 of the German VAT Act (UStG), input tax deduction requires that you hold an invoice issued in accordance with Sections 14 and 14a UStG. If a mandatory detail is missing, the input tax deduction may be questioned at the next audit. The workflow therefore checks the details from Section 14(4) UStG before a person checks the invoice factually:
For small-amount invoices with a total of up to 250 euros, a reduced scope is sufficient under Section 33 of the German VAT Implementing Ordinance (UStDV): name and address of the supplier, date of issue, quantity and type of service, and the gross amount with the tax rate. The workflow therefore selects the checking profile based on the total amount; otherwise correct fuel and parking receipts would be flagged as incorrect.
- Parties full name and address of the supplier and the recipient of the service, matched against the supplier master file and your own company name
- Tax dataTax number or VAT ID of the supplier, tax rate and tax amount, and a note on any tax exemption
- Number and date uniquely assigned invoice number and date of issue, which also form the basis of the duplicate check
- Service and considerationQuantity and customary description, time of supply and the consideration broken down by tax rate, including agreed reductions
Practical tip
Never add missing mandatory details yourself. An incorrect invoice is corrected by the supplier. The workflow should cover the request for correction with a text template and a follow-up reminder.
02
E-invoices at receipt: EN 16931, ZUGFeRD and Peppol
Under Section 14(1) of the German VAT Act (UStG), an e-invoice is an invoice in a structured electronic format that enables electronic processing and complies with the European standard EN 16931. A PDF sent by email is not one. The workflow must therefore distinguish at receipt what it is receiving:
The structured part is what counts. If the PDF view and XML data differ, the workflow should report this instead of ignoring it. An email inbox is sufficient for receipt. If you exchange structured invoices with many suppliers, you can also use the Peppol network: invoices are sent via certified access points and addressed via a Peppol ID, without attachments having to be extracted from emails.
- XRechnung pure XML without an image part. The workflow generates a readable review view from the data.
- ZUGFeRD from version 2.0.1PDF with an embedded XML file. The BASIC, EN 16931, EXTENDED and XRECHNUNG profiles count as e-invoices. MINIMUM and BASIC WL do not contain all mandatory details and do not count as e-invoices.
- Other invoicesPaper and plain PDF files, still permitted during the transition years. They are processed via text recognition.
Practical tip
Ask your most important suppliers about format, ZUGFeRD profile and transmission channel, and store the answer in the supplier master file.
03
3-way match with tolerance limits
In the 3-way match, the system compares every invoice line with the purchase order and goods receipt. An exact match is rare: rounding differences, flat-rate freight charges, partial deliveries and price adjustments cause small deviations. Without tolerances, almost every invoice ends up in manual checking.
In SAP, such limits are maintained per company code using tolerance keys with upper and lower limits. The workflow should use the same values so that no invoice is approved in the workflow and still blocked in the ERP.
- Quantity toleranceDeviation between invoiced and received quantity. Invoiced excess quantities are more critical than shortfalls and get tighter limits.
- Price toleranceDeviation of the unit price from the purchase order, as a percentage and as an absolute amount, so that too much slips through on neither small nor large lines.
- Partial deliveriesMatching is only against quantities already received. If the goods receipt is still missing, the invoice waits instead of being rejected.
Practical tip
After three months, analyse which deviations actually occur. Limits that are too tight create checking effort, and limits that are too wide hide creeping price increases.
04
Invoice approval workflow in SAP: working with ECC and S/4HANA
In SAP environments, the main question is which system leads which step. A clear division of tasks has proven effective: enaio handles receipt, capture, checking, approval and archive, while SAP remains the leading system for master data, purchase orders, posting and payment. The connection is made via RFC and BAPI, to both SAP ECC and SAP S/4HANA.
What matters is that tolerances, payment terms and blocking reasons match in both systems. We describe the interfaces in detail under enaio interfaces and on the page about the enaio SAP interface.
- Master data from SAPSuppliers, bank details, payment terms, cost centres, purchase orders and goods receipts are read from SAP, not maintained twice in the workflow
- With order referenceInvoices for a purchase order run in SAP through logistics invoice verification (transaction MIRO). The workflow supplies the checked header and line data for this.
- Without order referenceCost and service invoices are posted after approval as supplier invoices in financial accounting, for example via FB60.
- Voucher linked to the caseThe invoice image remains linked to the SAP document and can be accessed directly from SAP.
Practical tip
Before the project, decide whether invoices are posted in SAP only after approval or are already parked and blocked at receipt. Both approaches work, but they affect key figures and the payment run differently.
05
Supplier master and bank details as fraud protection
The most dangerous deviation is often not the amount but the bank details. In the well-known scam, a fake email in the name of a real supplier announces a new IBAN, and the next payment goes to fraudsters. The invoice workflow is the point where this must be noticed.
Since 9 October 2025, payment service providers in the euro area have offered a verification of payee for SEPA transfers that matches name and IBAN. It complements the check in the workflow but does not replace it: companies can opt out for bulk transfers, and it does not make a payment factually justified.
- The IBAN on the invoice is compared with the supplier master file. If it deviates, the invoice is blocked, not merely flagged.
- Bank details are changed only after a callback to the supplier on a phone number already known, never via contact details from the change notification.
- Master data changes follow the four-eyes principle, and whoever changes bank details does not approve the next payment to that supplier.
06
Discount management and key figures
For discount management, the workflow needs the payment terms from the invoice, supplier master file or purchase order. If they differ, this belongs in the check. Invoice date and discount period produce a due date by which the work queues are sorted: invoices with an expiring discount are at the top, and escalations apply a few days before. The whole process is managed with a few key figures:
- Processing timeDays from receipt stamp to posting, separated into invoices with and without an order reference. The median is more meaningful than the average.
- Touchless processing rateShare of invoices that are captured, checked and posted without manual intervention.
- First-pass rateShare of invoices that pass the first check without a query or correction. A low rate points to unclear responsibilities or incorrect purchase orders.
- Discount rate discount taken in relation to the discount available. It shows whether fast approvals also reach the payment run.
Practical tip
Measure the baseline values before the project. Without a baseline measurement, the benefit cannot be proven later.
07
Approval matrix, signature policy and internal control system
In margin no. 100, the GoBD require an internal control system (IKS): controls must be set up, carried out and logged, including access rights, segregation of duties and input and plausibility checks. An invoice workflow implements this if the approval matrix is derived from the signature policy and not the other way round.
- No self-approvalWhoever placed the order or created the supplier does not approve the same invoice alone.
- Authority, not org chartApproval limits are tied to the person and their authority, not to the position.
- Deputies with limitsDeputies receive at most the amount limit of the person they represent, are time-limited and are logged. If there is no deputy, the workflow escalates to the next level.
- Traceable changesEvery change to limits and roles is recorded with a date, so that you can show which rule applied at the time of approval.
Outline the approval matrix and checking rules for your company
Together with you, we derive the approval matrix from your signature policy and define checking rules and tolerances that suit your ERP system.
- Based on your signature policy
- Suited to SAP, DATEV or Dynamics
- With procedural documentation
How does AI speed up invoice receipt?
AI speeds up invoice receipt by reading paper and PDF invoices without supplier-specific templates, recognising new layouts independently, suggesting account coding from earlier invoices and learning from every correction made by accounts payable, while checking rules and the approval matrix remain rule-based and traceable. enaio classify reads paper invoices and e-invoices, matches them against the ERP system and checks them for plausibility. The AI module enaio kairos learns from every correction, recognises new supplier layouts without templates and suggests account coding.
In AWP Consult projects, companies typically reach 60 to 80 per cent touchless processing after three to six months. This refers to invoices that pass through to approval without manual capture.
What the AI takes over
Reading invoices with and without an order reference
Matching against master data and purchase orders in the ERP system
Plausibility and duplicate checks
Account coding suggestions from earlier invoices
Processing of international invoices
Read more: Automated invoice processing with AI and OCR or AI compared
Which ERP systems can be connected to the invoice approval workflow?
SAP ECC and S/4HANA via RFC and BAPI, DATEV, Microsoft Dynamics 365, Business Central and NAV as well as proALPHA, Sage, Diamant Software, eGECKO, Unit4 and other financial accounting systems can be connected to the invoice approval workflow with enaio, so that master data comes from the ERP and postings go back to it. enaio takes over suppliers, cost centres and purchase orders from your ERP system and returns approved invoices as postings.
SAP ECC and S/4HANA
Connection via RFC and BAPI. Vouchers are linked to the SAP transaction and can be accessed directly from SAP.
enaio SAP interfaceDATEV
Transfer of posting data and voucher image to DATEV, ideal for working with your tax adviser.
DATEV and enaioDynamics 365, Business Central, NAV
Suppliers and purchase orders come from Dynamics, and the posting goes back. The voucher can be opened from within Dynamics.
Dynamics 365 and enaioproALPHA, Sage and others
Diamant Software, eGECKO, Unit4 and other financial accounting systems can also be connected. We check your interface in advance.
enaio interfacesWe will show you what this looks like with enaio in your company.
What does an invoice approval workflow need for mandatory e-invoicing?
Since 1 January 2025, an invoice approval workflow must receive e-invoices in XRechnung and ZUGFeRD format, recognise them automatically, take over the structured data, display it in a readable form for reviewers and archive the XML file unalterably, because the obligation to receive e-invoices already applies to all companies in Germany. E-invoicing in the B2B sector is being introduced in three stages.
01.01.2025
All companies in Germany must be able to receive and process e-invoices from other companies.
01.01.2027
Companies with a previous-year turnover of more than 800,000 euros must issue e-invoices.
01.01.2028
The obligation to issue e-invoices applies to all B2B companies in Germany.
For invoice receipt, this means: your workflow must automatically recognise XRechnung and ZUGFeRD, take over the structured data and generate a readable view for reviewers. The structured part of the invoice is what counts. It must be archived unalterably in the format received, i.e. as an XML file. A PDF printout alone is not sufficient.
enaio processes e-invoices and paper invoices in the same workflow. Your reviewers work with a uniform view, regardless of the format in which the invoice was received.
When is a digital invoice approval workflow GoBD-compliant?
A digital invoice approval workflow is compliant with the German GoBD (principles for proper electronic bookkeeping) if invoices are stored unalterably, all processing steps are logged without gaps, access is controlled via an authorisation concept, the retention periods under Section 147 of the German Fiscal Code (AO) are monitored and checking rules, tolerances and the approval matrix are described in procedural documentation. Five building blocks ensure this, and we define them with you in every project.
The archive behind it must meet the same requirements as any archiving software for tax-relevant documents. Invoices also contain personal data, for example of sole traders. Rights and deletion rules therefore follow the GDPR and the same principles as GDPR-compliant document management.
Unalterability
Invoices are stored audit-proof on receipt. Every change to metadata is versioned.
Traceability
Who checked, coded and approved, and when? The audit trail shows it without gaps.
Access rights
Each person sees only the invoices of their own area. Confidential vouchers remain protected.
Retention
Retention periods under Section 147 AO (German Fiscal Code) are monitored automatically. Since 2025, accounting vouchers are generally kept for eight years.
Procedural documentation
We describe the workflow, including checking rules, tolerances and the approval matrix, so that your tax adviser and the tax auditors can follow it.
What customers say about their invoice approval workflow
Feedback from companies in freight forwarding, logistics and trade that have digitised their invoice receipt with AWP Consult and enaio.
With AWP's incoming invoice workflow, we standardise voucher processing in a secure and efficient process. Vouchers are checked digitally and by the responsible person, and the process ends with automatic posting in financial accounting.
We introduced the software to make searching for documents much easier and to optimise our incoming and outgoing invoice processes. We achieved both with the help of AWP. The very pleasant cooperation was and is characterised by a high level of professionalism.
After several meetings and presentations, enaio was exactly the solution we had envisaged for a new DMS and a new incoming invoice workflow. Easy to use, clear user interface, clear processes. All documents can be found again quickly and easily.
The implementation was quick and without major problems. Thanks to various interfaces, enaio adapts easily to existing programs. The excellent support deserves special mention. Today we can hardly imagine our daily work without enaio.
Which mistakes are most common during implementation?
The most common mistakes when implementing an invoice approval workflow are copying the paper route one to one, approval limits without a signature policy, an uncleansed supplier master file, tolerances set to zero, archiving only the PDF view of e-invoices and missing deputies. None of these mistakes is a software problem. All of them can be avoided at the concept stage.
Copying the paper route one to one
- Consequence
- All of today's stamps, circulations and copies move into the workflow, and processing time hardly falls.
- Better
- Question every checking step: which risk does it cover, and does the system not check it anyway?
Approval limits without a signature policy
- Consequence
- Limits are set by gut feeling, and the basis is missing during an audit.
- Better
- Derive the matrix from the valid signature policy and have it approved by management.
Supplier master file not cleansed
- Consequence
- Duplicates, outdated bank details and incorrect payment terms prevent touchless posting and open gaps for fraud.
- Better
- Before go-live, merge duplicates, verify bank details and maintain payment terms.
Tolerances set to zero
- Consequence
- Every rounding difference stops the invoice, and purchasing is flooded with trivial cases.
- Better
- Define quantity and price tolerances and readjust them after the first months based on real deviations.
Archiving only the PDF of a ZUGFeRD invoice
- Consequence
- The structured part is missing, and the e-invoice is not retained in the format received.
- Better
- Archive the XML file unalterably, and the PDF as well if it contains further tax-relevant information.
Deputies not maintained
- Consequence
- During holidays, invoices pile up and discount periods expire.
- Better
- Maintain deputies bindingly and set up escalation to the next level as a fallback.
Sounds right for your company? Let's talk.
How is an invoice approval workflow implemented?
An invoice approval workflow is implemented in five phases: analysis of the current invoice process, concept with approval matrix and checking rules, pilot with real invoices in one area, rollout to further areas and ongoing optimisation based on processing time, touchless rate and discount rate. We introduce the workflow step by step. This way, your accounts payable team continues working during the project, and the rules are tested with real invoices.
01
Analysis
We map your current invoice process and record volumes, special cases and baseline values of the key figures.
02
Concept
Approval matrix, checking rules, tolerances, ERP interface and archive structure are defined and signed off by you.
03
Pilot
One area or one company starts first. The rules are tested with real invoices and refined.
04
Rollout
Further areas follow. Users and key users are trained.
05
Optimisation
After go-live, we analyse processing times, touchless rate and discount rate and continuously improve the rules.
More on this: enaio implementation and training and enterprise content management consulting
How long will it take in your company? We will estimate it with you.
Request an estimate +49 6104 94738-13Which accounts payable terms should you know?
The most important terms that come up again and again in projects between accounts payable, purchasing and IT.
01
Factual check
Confirmation that the service was provided as invoiced: quantity, quality and agreed price. This is the responsibility of the person who ordered or the department.
02
Arithmetical check
Check of individual amounts, totals, tax calculation and mandatory details. It can largely be automated.
03
Account coding
Assignment of the invoice to a general ledger account, cost centre or cost unit and tax code.
04
Supplier master file
Supplier master data in the ERP: address, tax number, bank details and payment terms. Its quality determines the touchless posting rate.
05
3-way match
Matching of invoice, purchase order and goods receipt per line, usually with defined quantity and price tolerances.
06
Touchless posting
An invoice that is captured, checked and posted without manual intervention.
07
EN 16931
European standard for the semantic data model of electronic invoices. XRechnung and the permitted ZUGFeRD profiles implement it.
08
ZUGFeRD
Hybrid invoice format consisting of a PDF and an embedded XML file. The MINIMUM and BASIC WL profiles do not count as e-invoices.
09
Peppol
International network for exchanging electronic business documents via certified access points, addressed via a Peppol ID.
10
Internal control system
Controls such as authorisations, segregation of duties and plausibility checks that are set up, carried out and logged in accordance with the German GoBD (principles for proper electronic bookkeeping).
Start with a pilot area
Start with one area or one company and test the rules on real invoices before further areas follow.
Sources and legal basis
The legal and technical statements on this page are based on these official and established sources. As of October 2026.
- Section 14 UStG (German VAT Act): issuing invoices Definition of the e-invoice in subsection 1 and mandatory details in subsection 4
- Section 15 UStG (German VAT Act): input tax deduction A proper invoice as a prerequisite for input tax deduction
- Section 33 UStDV (German VAT Implementing Ordinance): small-amount invoices Reduced mandatory details up to a total of 250 euros
- Section 147 AO (German Fiscal Code): retention of documents Retention periods of ten, eight and six years
- Section 146 AO (German Fiscal Code): bookkeeping rules Complete, correct, timely and orderly recording, unalterability
- XRechnung at KoSIT (xeinkauf.de) Official information on the XRechnung standard and the current version
- ZUGFeRD at the Forum elektronische Rechnung Deutschland (FeRD) Specification of the hybrid invoice format consisting of PDF and XML
- Directive 2014/55/EU on the EU law portal European basis for electronic invoicing and the EN 16931 standard
Frequently asked questions about the invoice approval workflow
What is an invoice approval workflow?
An invoice approval workflow is the digital, rule-based process that every incoming invoice follows from capture through checking and approval to posting and archiving. Tasks are assigned automatically, deadlines are monitored and all steps are logged. The status of every invoice is visible at all times.
How does digital invoice approval work?
After capture and checking, the workflow sends the invoice to the responsible people based on the approval matrix. They approve in the browser, in the client or on mobile, reject or raise queries. Above defined amounts, a second approver is mandatory. Every decision is logged with the person and time.
Which mandatory details does the workflow check automatically?
The details under Section 14(4) of the German VAT Act (UStG) are checked: name and address of both parties, tax number or VAT ID, date of issue, invoice number, quantity and type of service, time of supply, consideration by tax rate, and tax rate and tax amount. For small-amount invoices up to 250 euros, the reduced scope under Section 33 UStDV applies. If a detail is missing, the invoice goes to accounts payable with a note so that the supplier can correct it.
How long does it take to implement an invoice approval workflow?
That depends on invoice volume, number of companies and ERP connection. In the workflow analysis, you receive a specific project plan with a pilot area. Many companies start with one area and then expand step by step. Cleansing the supplier master file should start early.
Can the workflow process XRechnung and ZUGFeRD automatically?
Yes. enaio recognises both formats, takes over the structured data directly, generates a readable view for reviewers and archives the XML file as the original. For ZUGFeRD, only the BASIC, EN 16931, EXTENDED and XRECHNUNG profiles count as e-invoices. Invoices in the MINIMUM or BASIC WL profiles are treated and checked like other invoices.
Does the invoice approval workflow work with SAP, DATEV and Dynamics 365?
Yes. enaio is connected to SAP via RFC and BAPI, to DATEV and to Microsoft Dynamics 365, Business Central and NAV. proALPHA, Sage, Diamant Software, eGECKO, Unit4 and other financial accounting systems are also possible. It is important that tolerances and payment terms match in the workflow and in the ERP.
Is a digital invoice approval workflow GoBD-compliant?
Yes, if filing, logging, the internal control system and procedural documentation are in order. enaio archives unalterably, versions changes and logs every processing step. The procedural documentation also describes checking rules, tolerances and the approval matrix. We create it together with you.
What is a 3-way match?
In a 3-way match, the system matches invoice, purchase order and goods receipt per line. If quantity and price are within the defined tolerances, the invoice can continue without manual checking. Deviations go specifically to purchasing or the warehouse. If the goods receipt is still missing, the invoice waits instead of being rejected.
What happens if a supplier's bank details change?
If the IBAN on the invoice differs from the supplier master file, the invoice is blocked and passed to the responsible person. The bank details are changed only after a callback to the supplier on a known phone number and under the four-eyes principle. This way, a fake change notification comes to nothing before any payment is made.
How many approval levels make sense?
As few as possible and as many as your signature policy requires. In practice, two to three levels by amount are usually sufficient, supplemented by the four-eyes principle above a defined limit. Invoices with an order reference that pass the 3-way match often need no further approval, because the purchase order has already been authorised.
When does an invoice approval workflow pay off?
For our customers, the implementation pays for itself after 12 to 18 months on average. The drivers are time saved on capture, discounts taken and less time spent searching. In the workflow analysis, we calculate this for your invoice volume. To do so, we measure processing time and discount rate in advance.
How does AI help with incoming invoice processing?
AI reads invoices without rigid templates, recognises new suppliers, suggests account coding and learns from corrections. This increases the share of invoices that pass through without manual capture. Checking rules and the approval matrix remain rule-based.
Related topics
Software for incoming invoicesWhich types of solution exist and what matters when choosing one.Invoice processing with AIHow AI takes over capture, checking and account coding.3-way matchAutomatically match invoice, purchase order and goods receipt.Automated document processingFrom inbox to archive, for all document types.
Your invoice process, mapped once
In the workflow analysis, we map your current invoice receipt and show where time and discounts are lost. You receive a specific recommendation for approval matrix, checking rules, ERP connection and pilot area.
- In person, on site in Dietzenbach or online
- With your accounts payable team and departments
- Result: a clear next step
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Average payback of 12 to 18 months at 40+ companies
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enaio® Partner DACH
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