How documents get into invoiceR

Before a document can be accounted for and approved, it has to get into invoiceR. There are several ways to do this. Your administrators decide which of them are set up for you.

Intake channels

Channel	Used for	More
Email	Suppliers or employees send the invoice as a PDF to an invoice address. The most common channel.	Invoices by email
Upload	You upload a PDF yourself in invoiceR, for example an invoice that arrived on paper and was scanned.	Upload documents
Scan folder	Paper invoices are scanned centrally and arrive in invoiceR automatically.	Depends on your setup
Mobile app	Capture expense receipts directly with your smartphone.	invoiceR app
Interfaces	Electronic invoices with structured data from other systems.	Depends on your setup

What happens after intake

1. Create document: invoiceR creates a new document and stores the PDF with it.
2. Text recognition: If the document has a file, text recognition reads the most important details, for example supplier, invoice number, date and amounts. While this is running, the document has the status Warten auf Erkennung (waiting for recognition).
3. Assignment: Then the assignment rules decide who does the accounting. If invoiceR finds a matching rule, the document goes straight to accounting. Otherwise it ends up in Manual assignment, where someone checks the data and assigns the document manually. See Check data and assign and Assignment.
4. Further process: From here the document follows the normal flow with accounting, approval and final check.

Note

Depending on your setup, a document can also go straight to accounting without anyone looking at it in manual assignment. This happens when the recognised cost centre is stored in the assignment rules.