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Prepare documents for accounting review
Document automation collects incoming invoices, extracts their information and checks possible duplicates and missing fields. The result is a traceable accounting draft. Accounting staff or tax advisers retain responsibility for professional review and approval.
When this workflow helps
This example suits teams that download, rename and re-enter invoices from email and uploads by hand. It connects document intake to accounting without treating every incoming invoice as ready to post. The first step is to check what your accounting software already handles and where extra automation would help.
The workflow, step by step
By category
Waiting for review
Everything has been reviewed.
Recently captured
Sample Fuel Station3 May€62.40
Sample Tools30 Apr€148.20
Sample Copy Shop28 Apr€31.15
Receipts
| Merchant | Category | Date | Amount |
|---|---|---|---|
| Sample Tools | Materials | 30 Apr | €148.20 |
| Sample Fuel Station | Travel | 3 May | €62.40 |
| Sample Copy Shop | Office | 28 Apr | €31.15 |
Details from the receiptPlease review
Reading details…
No receipt is waiting for review.
Try it: review the waiting receipt, change the details and filter the list. The reading is simulated, no camera is used and nothing is saved.
Examples built for this website with invented data: no client systems, no references, no AI running. The scope is defined per project.
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Capture the original
Retain the document and source with an intake reference. Flag attachments containing several documents.
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Check duplicates
Compare file checksums and extracted invoice details with existing records. Hold suspected duplicates for review.
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Extract the fields
OCR, or optical character recognition, reads the document. Check amounts, dates, supplier and invoice number against agreed required fields.
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Prepare a draft
Suggest supplier, cost centre or job links and accounting details. Keep uncertain fields visible.
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Approve the content
ApprovalAccounting checks the original and the proposal. The responsible specialist resolves tax questions.
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Confirm the handover
Transfer the approved version through a checked route and retain the accounting system reference with the document.
Data, systems and people involved
- An approved intake channel, original documents and a documented storage arrangement with appropriate access rights.
- Supplier records, job or cost-centre references and validation rules agreed with accounting.
- An available handover route to the accounting system. Interface, export format, product edition and permissions are checked first.
- Accounting staff or tax advisers responsible for coding, tax treatment and approval, plus an operational owner for missing documents.
What runs automatically and who decides
Collection, text recognition, duplicate warnings and suggested assignments can run automatically. An extracted number is not yet a correct accounting entry. People check the underlying transaction, tax treatment and uncertain differences. Whether approval triggers draft transfer or another action depends on the agreed scope and verified system permissions.
Exceptions, errors and stopping points
- A document is unreadable, fields are missing or totals conflict: Send the original and reason to a monitored exception queue. Do not estimate missing values.
- The same invoice arrives as both scan and PDF: A file checksum alone is insufficient. Compare supplier, invoice number and amount as well, and review uncertain matches.
- The handover is interrupted or its outcome is unclear: Search the target system for the document reference before trying again to avoid creating a duplicate entry.
A useful first scope and acceptance check
Start with one intake channel and a clearly defined document type. Acceptance includes a clean invoice, another file version of the same invoice, an unreadable scan and an interrupted handover. Every original must remain findable; uncertain fields and duplicates must not pass unnoticed. Accounting confirms the professional validation criteria.
Related workflows and implementation
Frequently asked questions
Can every invoice be posted automatically in DATEV or Lexware?
There is no blanket promise. The available route depends on the product, permissions and interfaces. Professional accounting treatment and approval are agreed with your accounting team or tax adviser.
Does a checksum find every duplicate invoice?
No. It identifies identical files. A new scan of the same invoice will usually have a different checksum. Suitable invoice details are therefore compared too, with uncertain matches held for review.
What happens when OCR is wrong?
Uncertain or conflicting fields are flagged and checked against the original. If a required value cannot be established reliably, processing stops for that document.
Does this replace a tax adviser?
No. It prepares information and validation notes. Tax treatment, professional rules and approval remain with the responsible people.
If a process is eating time in your team, describe it. We will say honestly whether automation is worth it.