Invoices come in — and run through to payment.

From the forwarded email to the booking batch.

The process follows the document, not the org chart: first the invoice exists, then the people who check, approve and pay it are named. Every step has a state, every state an owner — and whatever you do not need simply drops out.

1. 01

   Receive

   Three routes lead to the same document: forwarding to the tenant-specific intake address, uploading several files straight into the list (PDF, JPG, PNG, XML), or capturing manually when the invoice is on paper in a folder. Whoever forwards gets a confirmation with the assigned number — or the reason nothing could be created. An email without a usable attachment produces an empty document with a note rather than quietly disappearing.

2. 02

   Extract

   Structured data comes first: an embedded Factur-X XML inside the PDF or a standalone XRechnung in CII syntax is parsed to EN 16931 — seller, invoice number, dates, net, tax and gross with a breakdown per tax rate, IBAN and remittance information. Only when there is no XML does AI take over and read the same fields from a PDF, scan or photo. Each document states which route applied: parsed from structure, or proposed by AI.

3. 03

   Confirm and name the people

   Extracted is not captured. The responsible person checks the fields, corrects what needs correcting and picks reviewer, approver and payer — pre-filled from the module settings, freely changeable per document. On submission the document gets its sequential number, and vemix verifies that a valid approval path exists instead of letting the document run into a dead end later.

4. 04

   Check and approve

   The functional check answers “was the service actually delivered?” and is optional — pick no reviewer and the document goes straight to approval. Commercial approval is mandatory and subject to the four-eyes principle: approver and responsible person are never the same, not even for administrators. Rejection requires a reason; the document goes back to the responsible person, who corrects and resubmits it — or discards it as a duplicate.

5. 05

   Pay

   Exactly one route is ever visible, so a double payment never suggests itself. With an accounting system connected, approval pushes the document to sevDesk or Lexware Office as an open purchase invoice; you trigger the payment there and the existing reconciliation reports “paid” back. Without a connection, the payer bundles approved invoices into a payment run and downloads a SEPA file in pain.001 format for online banking. The document only turns “paid” once execution is confirmed — vemix cannot see your bank and does not pretend otherwise.

6. 06

   Assign a project and pre-account

   If the invoice belongs to a project, it becomes visible there as an actual material cost — with or without a link to a planned cost item. With the finance module active, vemix proposes the ledger account: first from what was last chosen for the same supplier, then from planning, and lastly by AI. Both are optional and both stay in one place — the document is never captured twice.

7. 07

   Hand over

   At the end of the month or quarter you pick a period. Route A delivers a ZIP with all original documents — plus the XML for e-invoices — and a CSV any accountancy can open in Excel. Route B delivers the DATEV booking batch “expense against creditor” with an input-tax key per rate, along with the receipts ZIP for DATEV document transfer. Anything that cannot be posted is named and skipped, never booked to a substitute account.