vemix.ioEvery supplier invoice runs through to payment.
Supplier invoices often sit in an inbox today and get approved informally. vemix turns that into a process: you forward or upload, the e-invoice is parsed or the PDF read by AI, then checked and approved under the four-eyes principle. Payment runs by SEPA file or through your accounting system, and at the end you hand everything to your tax adviser in one bundle.
From inbox to payment in one process.
Forward the invoice, done
Every workspace has its own intake address. Whoever receives an invoice forwards it there. Each usable attachment becomes a document, and the person who forwarded it automatically becomes responsible.
E-invoice first, AI as the fallback
vemix parses ZUGFeRD/Factur-X and XRechnung (CII) deterministically from the XML: amounts, tax rates, due date, IBAN. For PDFs, scans and photos, AI takes over. Every document shows where its values came from.
A process people can follow
Four roles per document: responsible, reviewer, approver, payer. They are pre-filled from settings and can be changed per document. We deliberately left out approval matrices and amount tiers.
Payment, your way
With an accounting system connected, approval pushes the document to sevDesk or Lexware Office as an open purchase invoice. Without a connection, vemix bundles approved invoices into a payment run with a SEPA file.
Project costs without double entry
Assign a project and the invoice appears as an actual non-staff cost in project costing: exactly once, read-only and with its origin visible.
Handover to your tax adviser
Pick a period, download and pass it on: a ZIP with every original document and an Excel-friendly CSV, or the DATEV route with an EXTF posting batch “expense against vendor” and a receipts ZIP.
From the forwarded email to the posting batch.
The process starts with the document: first the invoice exists, then the people who check, approve and pay it are named. Every step has a state, every state an owner.
Three routes lead to the same document: forwarding to your company’s 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 no document could be created.
Structured data comes first: an embedded Factur-X XML inside the PDF or a standalone XRechnung in CII syntax is parsed to EN 16931. Only when there is no XML does AI take over and read the same fields from a PDF, scan or photo.
Extracted values remain a suggestion until the responsible person confirms them. They check the fields, correct what needs correcting and pick reviewer, approver and payer, pre-filled from the module settings and freely changeable per document. On submission the document gets its sequential number.
The subject-matter review 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.
Exactly one route is ever visible, so a double payment never suggests itself. The document only turns “paid” once execution is confirmed, because vemix has no access to your bank account.
On approval, the document goes to sevDesk or Lexware Office as an open purchase invoice. You trigger the payment there, and the status comes back.
Approved invoices are bundled into a run; you download the file in pain.001 format for your online banking.
If the invoice belongs to a project, it becomes visible there as an actual non-staff cost, with or without a link to a planned cost item. With the finance module active, vemix proposes the ledger account: first from the supplier memory, then from planning, and lastly by AI.
| Project costing | Origin | Actual non-staff costs |
|---|---|---|
| Test bench hall 2 · Subcontracted services | Purchase invoice ER-0042 | €3,020.00 |
| Unplanned pool | no planned item | €0.00 |
At the end of the month or quarter you pick a period. Anything that cannot be posted is named and skipped, and never ends up on a substitute account.
All original documents, plus the XML for e-invoices, and a CSV any accountancy can open in Excel.
EXTF posting batch “expense against vendor” with an input-tax key per tax rate, plus the receipts ZIP for DATEV document transfer.
What the module does.
- Your company’s own intake address for supplier invoices
- Alternatively the subject tag “#rechnung”; e-invoices are recognised without the tag
- Only active members may submit; the forwarder becomes responsible
- Confirmation with the document number or the reason for failure
- Drag-and-drop upload of several files (PDF, JPG, PNG, XML)
- Manual capture without a file for paper invoices
- The email body stays on the document as context and is not added to the CRM
- ZUGFeRD/Factur-X from the PDF’s XML, XRechnung as a standalone CII file
- Parsed to EN 16931: seller, dates, net/tax/gross, IBAN, remittance information
- VAT breakdown per rate; 7 % and 19 % stay on one invoice
- AI extraction as the fallback for PDFs, scans and photos
- Every document shows where its values came from
- Duplicate detection on the file and on supplier plus invoice number
- Foreign currency is detected and flagged for manual handling
- Four roles per document: responsible, reviewer, approver, payer
- Pre-filled from settings, without approval matrices or amount tiers
- Subject-matter review optional, commercial approval mandatory
- Four-eyes principle for management and administrators too
- Reject with a mandatory reason, discard without deleting
- History with a field-level diff, every reassignment of the role chain included
- Tasks, a daily digest and a reminder before the due date
- Route 1: on approval, pushed to sevDesk or Lexware Office as an open purchase invoice
- Route 2: payment run with a SEPA file in pain.001 format
- Only ever one route visible, because two routes side by side would invite double payments
- Confirm individual invoices as paid manually, even without a run
- Warning when the same supplier’s bank details change
- SEPA file stored encrypted, downloadable only by those allowed to pay
- “Paid” only on confirmed execution or a reconciled status
- Project assignment on the document, optionally onto a planned cost item
- Exactly once in project costing, read-only and with its origin visible
- Without a planned item it lands in the unplanned pool and still counts towards the budget
- Move AI-detected invoice drafts straight into payment approval
- The analysis, document and confirmation carry over
- Ledger account suggested from the supplier memory, from planning or by AI
- Without the project or finance module, the fields are hidden
- Live connection to sevDesk and Lexware Office
- Multiple tax rates as separate line items, with the document PDF attached
- Leave the coding to your tax adviser: pushed uncoded to the collective account
- Tax-adviser ZIP with original documents, XML and a detailed CSV
- DATEV: EXTF posting batch with stable vendor numbers
- Source document immutable from import, corrections to metadata only
- Retention for eight years from the end of the document year
Two views on the same document.
The purchase invoice drives review, approval and payment; in the project it appears automatically as an actual cost. You assign it once and enter nothing twice. With the finance module active, account pre-coding joins in; with sevDesk or Lexware Office connected, approval sends the document straight there.
More modules
Frequently asked questions
The questions we hear most, answered briefly.
Do I need the project module to use accounts payable?
How do accounts payable and project costs interlock?
Which accounting systems are supported?
Can vemix receive e-invoices?
Does vemix execute the payment itself?
How does the module guard against forged bank details?
Get your incoming invoices out of the inbox.
Try vemix for free: from the forwarded invoice through four-eyes approval to the posting batch for your tax adviser.