Starting point
Accounting & invoicing
Create and send compliant e-invoices automatically
Every approved outgoing invoice is turned into a structured e-invoice in XRechnung or ZUGFeRD format, checked for mandatory data and sent over the agreed channel. Only invoices with incomplete or conflicting details reach the accounting team first; everything else leaves the company in the same run.
Process architecture
From an approved invoice to a compliant e-invoice.
The chain connects the system of record with the delivery channel and the company's document storage. The invoice is converted into a structured format and checked against the mandatory data; only incomplete or conflicting details go to accounting for correction and then return to the same flow.
01Input
Invoice & master data
The approved invoice is taken over from the system of record and enriched with the delivery route, the customer and the sending channel.
2 Steps
02Process
Creation & validation
The structured e-invoice is created from the invoice data and checked against the mandatory fields and format rules; accounting corrects anything unclear.
4 Steps
03Output
Delivery & archive
The e-invoice reaches the recipient over the agreed channel, accounting receives the status and the invoice is archived in an unalterable form.
3 Steps
Source01Pick up the invoice
The approved outgoing invoice is taken over from the system of record as soon as it is released for sending.Details
Pick up the invoice
The approved outgoing invoice is taken over from the system of record as soon as it is released for sending.
Interfaces
- Microsoft Graph API
- SharePoint API
Next steps
- Add master data
Data02Add master data
The recipient's Peppol or routing ID, the delivery channel and the company's mandatory details are attached to the case.Details
Add master data
The recipient's Peppol or routing ID, the delivery channel and the company's mandatory details are attached to the case.
Interfaces
- Azure AI Document Intelligence
- Mistral OCR
- Dataverse API
Next steps
- Create the structured invoice
Action03Create the structured invoice
The invoice data becomes an e-invoice in XRechnung or ZUGFeRD format, as a structured file with an embedded readable version.Details
Create the structured invoice
The invoice data becomes an e-invoice in XRechnung or ZUGFeRD format, as a structured file with an embedded readable version.
Interfaces
- Power Automate
- Azure Functions
- Microsoft Graph API
Next steps
- Check the mandatory data
Decision04Check the mandatory data
The e-invoice is checked against the format rules and the legally required details, including VAT ID, routing data and amounts.Details
Check the mandatory data
The e-invoice is checked against the format rules and the legally required details, including VAT ID, routing data and amounts.
Interfaces
- Azure OpenAI GPT
- Anthropic Claude
- AI Builder
Next steps
- Post in the ERPComplete
- Correct the detailsMissing details
Approval05Correct the details
Where details are missing or amounts and tax rates conflict, accounting completes the case before it moves on.Details
Correct the details
Where details are missing or amounts and tax rates conflict, accounting completes the case before it moves on.
Interfaces
- Teams Adaptive Cards
- Power Apps
Next steps
- Post in the ERPAfter correction
System06Post in the ERP
The sending is recorded in the system of record, so the document counts as sent and does not run again.Details
Post in the ERP
The sending is recorded in the system of record, so the document counts as sent and does not run again.
Interfaces
- Dynamics 365 API
- Azure Service Bus
Next steps
- Send the e-invoice
Result07Send the e-invoice
The structured e-invoice reaches the recipient over the agreed channel, usually by e-mail or through the Peppol network.Details
Send the e-invoice
The structured e-invoice reaches the recipient over the agreed channel, usually by e-mail or through the Peppol network.
Interfaces
- Power BI API
- Teams Webhook
Next steps
- Inform accounting
- Archive in unalterable form
Result08Inform accounting
The responsible person receives the sending status with the recipient, the amount and the chosen channel.Details
Inform accounting
The responsible person receives the sending status with the recipient, the amount and the chosen channel.
Interfaces
- Power BI API
- Teams Webhook
Result09Archive in unalterable form
The e-invoice and its proof of sending are archived in a tamper-proof way and stay linked to the case.Details
Archive in unalterable form
The e-invoice and its proof of sending are archived in a tamper-proof way and stay linked to the case.
Interfaces
- Power BI API
- Teams Webhook
System landscape
Interfaces and apps working together.
- Microsoft
Microsoft Graph API
Möglicher Baustein für die Microsoft-Systemvariante.
- Microsoft
SharePoint API
Möglicher Baustein für die Microsoft-Systemvariante.
- Microsoft
Azure AI Document Intelligence
Möglicher Baustein für die Microsoft-Systemvariante.
- Microsoft
Mistral OCR
Möglicher Baustein für die Microsoft-Systemvariante.
- Microsoft
Dataverse API
Möglicher Baustein für die Microsoft-Systemvariante.
- Microsoft
Power Automate
Möglicher Baustein für die Microsoft-Systemvariante.
- Microsoft
Azure Functions
Möglicher Baustein für die Microsoft-Systemvariante.
- Microsoft
Azure OpenAI GPT
Möglicher Baustein für die Microsoft-Systemvariante.
- Microsoft
Anthropic Claude
Möglicher Baustein für die Microsoft-Systemvariante.
- Microsoft
AI Builder
Möglicher Baustein für die Microsoft-Systemvariante.
- Microsoft
Teams Adaptive Cards
Möglicher Baustein für die Microsoft-Systemvariante.
- Microsoft
Power Apps
Möglicher Baustein für die Microsoft-Systemvariante.
- Microsoft
Dynamics 365 API
Möglicher Baustein für die Microsoft-Systemvariante.
- Microsoft
Azure Service Bus
Möglicher Baustein für die Microsoft-Systemvariante.
- Microsoft
Power BI API
Möglicher Baustein für die Microsoft-Systemvariante.
- Microsoft
Teams Webhook
Möglicher Baustein für die Microsoft-Systemvariante.
- Interfaces in use
REST API
Reads the approved invoice from the system of record and writes the sending status back, repeatable without sending twice.
- Interfaces in use
ZUGFeRD und XRechnung
Creates the structured e-invoice with all mandatory details and checks it against the format rules.
- Interfaces in use
Gmail API
Sends the e-invoice from the mailbox and stores it in Google Drive where the workplace is Google Workspace.
- Interfaces in use
SFTP
Takes over the invoice data from the business application on a schedule, with a receipt for every run.
- Interfaces in use
S3-kompatibler Objektspeicher
Keeps the e-invoice and its proof of sending audit-safe and unalterable.
- Possible apps & platforms
Microsoft Dynamics 365 Business Central
System of record for orders, invoices and accounting in a Microsoft environment.
- Possible apps & platforms
Microsoft Outlook
Mailbox the e-invoice is sent from.
- Possible apps & platforms
Gmail
Mailbox the e-invoice is sent from in a Google environment.
- Possible apps & platforms
Odoo
System of record for orders and invoices, run on the company's own servers.
- Possible apps & platforms
Microsoft SharePoint
Storage for documents, linked to the case.
- Possible apps & platforms
Google Drive
Storage for documents in the Google environment.
Implementation in context
Robust in everyday use.
The process replaces no system, it connects the existing ones: the ERP stays the source of the invoice data, the sending runs over the existing mailbox or the existing Peppol connection, and the storage stays where the company keeps it today. Only the path in between is new.
Decisions are rule-based where the rules are unambiguous: complete mandatory fields and a valid format can be verified without asking. Accounting only steps in where details are missing or conflicting; the limit is set by the company and by the legal requirements.
Invoice data contains personal details and belongs to the company. It stays in the environment the company has chosen and leaves it only over the delivery channel towards the recipient it is meant for.
If the delivery channel is unavailable, the e-invoice stays in the queue and is picked up later instead of being lost. Every invoice carries a unique identifier, so no version is sent twice and every sending can be proven.
Target picture
Every approved invoice is created, checked and sent as a compliant e-invoice over the agreed channel in the same run. Accounting only corrects incomplete or conflicting details, and every sent version is archived audit-safe together with its proof of sending.
Expected benefits
- Invoices leave the company as compliant e-invoices instead of PDFs that need retyping
- Accounting works on incomplete details instead of every single invoice
- Mandatory fields and format are checked before sending, not after rejection
- Every sending can be traced by recipient, channel and time
- The invoice and its proof of sending sit audit-safe in one place
Prerequisites to start
- 01An accessible system of record that provides the approved invoice with its line items
- 02Complete master data of the invoice recipients, including Peppol or routing ID and VAT ID
- 03A definition of the delivery channel per recipient: e-mail, the Peppol network or the public sector portal
- 04A decision on storage with a retention period that meets the bookkeeping requirements
- 05A named person in accounting for invoices that need correction
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Your next step
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