Workflow · Accounts payable
Supplier invoices, checked and posted
Send invoices in any form. Documind checks them against your orders and deliveries, and posts the clean ones.
Scan or fax
Scanned paper invoice
“Invoice INV-2026-0418, stamped and signed.”
Photo
Phone photo of an invoice
“Taken at the warehouse door.”
Attachment
Invoice PDF from abroad
“Sent by email, in US dollars.”
See it run
One example from start to end. Tap the answer when Documind asks.
1 · Inbox
Atlas Freight Ltd.
Invoice INV-2026-0418 for March transport
Hello, our invoice for March is attached. Kind regards.
Attachments
- invoice-INV-2026-0418.pdf
2 · Documind
- Reads the email
- Reads the scanned invoice
- Finds order PO-2026-1187
- Total = lines + VATPassed
- IBAN is validPassed
- Due date: a stamp covers one digitAsked a person
Documind asks
Is the due date 15.03.2026 or 16.03.2026?
A colleague picked 15.03.2026
3 · Your systems
Supplier invoice posted
- Supplier: Atlas Freight Ltd.
- Invoice: INV-2026-0418
- Total: EUR 48,000.00
- Due date: 15.03.2026
- Payment scheduled for 15.03.2026
- Scan filed with the invoice
Read as text
- An email from Atlas Freight arrives with a scanned invoice.
- Documind reads the email and the scan, and finds the matching order.
- It checks that the total equals the lines plus VAT, and that the IBAN is valid.
- A stamp covers one digit of the due date, so it asks a person: 15 or 16 March?
- A colleague picks 15.03.2026.
- The invoice is written into the ERP and the payment is scheduled for that date.
What arrives, what it checks, where it goes
1 · What arrives
- Scanned paper invoice Scan or fax
- Phone photo of an invoice Photo
- Invoice PDF from abroad Attachment
2 · What it checks
-
The total equals the lines plus VAT.
Passed 40,000.00 + 8,000.00 VAT = 48,000.00. -
Each line matches the order and the delivery, within your limit.
Blocked by a rule Line 2 is 5% above the order price. Your limit is 2%. -
The same invoice was not paid before.
Passed No earlier invoice has this supplier, number and amount.
3 · Where it goes
- Written into SAP or your ERP
- Exceptions sent to your AP team, with the reason
Arrives · Read · Check · Ask if unsure · Write · Sample data
Three-way match: invoice, order and delivery
Documind puts each invoice line next to your order and the delivery note. Lines that match are approved. A line that does not match waits for a person.
-
Invoice quantity Delivered quantity
You are not billed for more than you received.
-
Invoice price Order price
The price stays within your limit, for example 2%.
-
VAT on each line Tax code on the order
The VAT rate matches the order.
-
Supplier tax number Your supplier list
The tax number is valid, and the supplier is on your list.
-
Invoice number and amount Past payments
The same invoice is never paid twice.
-
IBAN on the invoice IBAN on file
A changed IBAN goes to a person, never straight to payment.
You decide how careful it is
More careful means more questions for your team. Less careful means more work done by itself. Wrong answers are blocked either way.
- Done by itself
- 4
- Asked your team
- 2
- Blocked by a rule
- 1
- Supplier VAT IDGB123456789Done by itself
- Invoice numberINV-2026-0418Done by itself
- TotalEUR 48,000.00Done by itself
- Order numberPO-2026-1187Done by itself
- Due date15.03.2026Asked your team
- Delivered quantity, line 346 or 48Asked your team
- IBANGB33 BUKB 2020 1555 5555 56Blocked by a rule
Illustration, not a measured rate. Sample data.
Where the data goes
Documind writes the checked result into the systems you already use.
-
Written into SAP - Sent to your ERP
- Exceptions to your AP team
- Filed in your archive
Any system that can receive an API call or a webhook.
Which teams use it
-
Manufacturing
Customer orders, supplier invoices, delivery note photos and mill certificates, read, checked and written into your ERP.
-
Retail & consumer goods
Supplier invoices, product sheets, return emails and store photos, read, checked and turned into finished work in your systems.
-
Logistics & trade
Booking emails, delivery photos and rate sheets, read, checked and turned into finished work in your systems.
Your data stays with you
- Runs on your own servers. Nothing is sent to an outside AI service.
- Works without internet, on AI models you own.
- Every step is recorded and cannot be changed later. Auditors see who approved what, and when.
- GDPR & KVKK aligned
- SOC 2 Type II in progress
Questions people ask
What about e-invoices that arrive as data?
A structured e-invoice already arrives as data, so Documind does not need to read it again. It matches the e-invoice data with your order and the delivery. Paper, photo, emailed and foreign invoices are read first, then matched the same way.
Can it handle invoices from foreign suppliers?
Yes. PDFs, scans and email attachments from suppliers abroad get the same checks. Documind reads VAT numbers, currencies and bank details. Every IBAN is checked by a format rule.
What if the VAT or the total does not add up?
The math rule blocks the invoice, so it is not posted. It goes to your AP team with the reason and both numbers. Nothing wrong passes silently.
How does the invoice get into SAP or our ERP?
Documind writes the checked invoice into SAP, or sends it to your ERP through its API. You can also get Excel or PDF files. Your team can see every value before it is posted.
Where is our data kept?
On your own servers. Documind can run without internet, on AI models you own. No invoice is sent to an outside AI service. Documind is GDPR and KVKK aligned. SOC 2 Type II is in progress.
Sources
- The EU adopted its VAT in the Digital Age package on 11 March 2025. Digital reporting for cross-border B2B sales starts on 1 July 2030. European Commission, VAT in the Digital Age
Map your process with us. Go live in the demo.
In the demo we look at how supplier invoices reach your AP team today. Then we put your first invoice workflow live, on your own systems.