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How to Process e-Invoices with the Netfira Platform
As e-invoicing becomes mandatory in Germany, businesses are seeking efficient and straightforward ways to automate e-invoice processing. The Netfira Platform, an Intelligent Document Processing (IDP) software solution, is well-equipped to handle all aspects of e-invoicing automation. This article addresses the following key questions:
How can businesses switch from processing PDF invoices to processing electronic invoices?
How does the Netfira Platform enable the automated receipt, processing, archiving, creation, and sending of e-invoices?
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The e-Invoicing Legislation
In an effort to digitise business processes and reduce errors associated with manual document handling, the German government is mandating that B2B invoice data be exchanged in an electronic format in addition to any original format. While many businesses currently send and receive invoices as PDF documents—useful for human readability and clear structure—PDFs do not meet the requirements for standardisation and automation.
Under the new legislation, a structured data file (e.g., XML) must accompany the PDF format. This means businesses are required to provide an electronic invoicing format along with the original document, facilitating automated processing and compliance with standardised formats.
Processing e-Invoices with the Netfira Platform
The Netfira Platform offers an end-to-end solution for automating all steps of e-invoicing, including:
- Generating and Sending Electronic Invoices
- Receiving and Processing e-Invoices
- Exporting and Archiving e-Invoices
With its flexible and customisable features, the Netfira Platform simplifies the transition to e-invoicing, enabling businesses to meet regulatory requirements without overhauling existing processes.
Transitioning from PDF Invoices to e-Invoices
Switching from automatically processing PDF invoices to e-invoices is seamless with the Netfira Platform—possible at the push of a button. Businesses can continue using their established document processing workflows. All the functionalities available for processing and exchanging PDF invoices are equally applicable to e-invoices within the platform.
How to Read Incoming e-Invoices with the Netfira Platform
When an e-invoice is included with a PDF invoice, it is mandatory to prioritise processing the e-invoice over the PDF. The Netfira Platform is configured to automatically detect e-invoices embedded within incoming PDF documents. It preferentially processes the e-invoice, ensuring compliance with regulations and maximising automation benefits.
How to Process e-Invoices with the Netfira Platform
With Netfira’s customisable workflows, e-invoices can be processed according to your specific business requirements. A typical workflow might include:
Receipt of Documents
- Capturing invoices received via email inboxes or other channels.
Reading and Interpreting Data
- Extracting information from e-invoices using advanced data recognition.
Validation and Matching
- Comparing invoice data with corresponding purchase orders to ensure accuracy.
Data Transformation and Enrichment
- Modifying and enhancing data as needed before integration.
Exporting to Downstream Systems
- Sending processed data to ERP systems, accounting software, or archives.
How to Archive e-Invoices with the Netfira Platform
After processing, the Netfira Platform can archive e-invoices either in the same location as the original documents or in a designated archive system. For instance, if a PDF invoice is sent to an ERP or archive system, the platform can automatically include the e-invoice in XML format alongside it, ensuring all records are stored appropriately and compliantly.
How to Create and Send e-Invoices with the Netfira Platform
While generating e-invoices is typically a function of ERP systems, the Netfira Platform can step in if your ERP system lacks this capability. The platform can generate e-invoices and send them to connected systems and business partners, ensuring seamless communication and compliance with e-invoicing standards.
End-to-End e-Invoice Processing with the Netfira Platform
Thanks to its flexibility, the Netfira Platform can easily adapt to meet e-invoicing regulations. It supports businesses in swiftly transitioning from traditional invoice processing to electronic invoicing without disruption. By automating the entire e-invoicing cycle—from receipt and processing to creation and sending—the platform enhances efficiency, reduces errors, and ensures compliance with new legislative requirements.
Ready to Streamline Your e-Invoicing Process?
The Netfira Platform simplifies e-invoice processing, enabling businesses to adapt quickly to regulatory changes and improve operational efficiency. Embrace the future of invoicing with Netfira and experience seamless, automated, and compliant e-invoice management.
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