Automated invoice receipt with e-invoices at Wöhler Technik

Automated invoice processing at Wöhler Technik: With the Compleo Invoice Platform (CIP) by Symtrax, e-invoices, PDF invoices, and other incoming invoice formats are processed through an end-to-end digital workflow. Standard invoices are processed automatically, while exceptions are identified and reviewed.

Context

Before implementing the CIP, Wöhler’s invoice processing was largely paper based. Incoming invoices were printed, assigned barcodes, scanned again, and manually archived. Information from related documents, such as delivery notes, was also entered manually.
The existing system could not process electronic invoices, and there was no end-to-end digital workflow.

Objective

The aim of the project was to make invoice receipt more efficient and to significantly reduce manual effort. In particular, standard invoices should be processed without human intervention, allowing employees to focus on exception handling.
With CIP, Wöhler aims to automate invoice processing and significantly accelerate the processing of incoming invoices.

Decision for choosing the Compleo Invoice Platform

Wöhler chose the Symtrax’s Compleo Invoice Platform(CIP) because it met the company’s business requirements and integrated seamlessly with their existing IT environment without any additional technical effort.
Other solutions required more extensive implementation and customization.

Implementation and integration

The introduction took place step by step – from proof of concept to implementation and test phase to go-live and subsequent optimizations.
As part of the proof of concept, the connection to the ERP system Timeline was realized. It was ensured that different data structures and master data can be processed correctly.
Today, the solution is fully integrated into the existing IT landscape and enables seamless ERP integration. Invoices are received by e-mail, processed in the CIP and then transferred to the ERP system Timeline via interfaces. Master data is integrated via APIs and automatically taken into account.

Processing of different invoice formats

CIP processes structured e-invoices such as XRechnung and ZUGFeRD as well as hybrid and unstructured invoice formats. This automates e-invoice processing regardless of the invoice format.

• Structured e-invoices are automatically extracted and processed without manual intervention.
• Hybrid formats allow the extraction of structured XML data.
• PDF invoices are analyzed with AI-powered data capture and converted into structured datasets.

The data is then automatically transferred to the ERP system.

Automated process control

Automation is based on predefined business rules and the automatic matching of invoices to existing business transactions. Invoices are automatically matched with purchase orders and delivery notes.
This has simplified approval processes and reduced processing times.
The manual effort involved in invoice processing is reduced, allowing employees to focus on exception handling.

End-to-end process transparency

CIP tracks the status of every invoice at any time. CIP provides complete visibility into each invoice’s processing stage and clearly indicates when action is required.
CIP automatically flags discrepancies, enabling quick resolution.

Flexible e-invoice workflow

Individual workflow steps are customised to meet their business requirements. The transfer of invoice data to the ERP system are also configured with complete flexibility.
CIP enables seamless integration with existing business processes.

Future-ready scalability

Following the successful implementation of the CIP, Wohler plans to expand its deployment to additional countries while further increasing the level of automation.