Email Invoices: Automated Processing in SAP

Email invoices, format-independent & secure: 4 benefits that noticeably ease your daily work

No matter whether an invoice arrives as a classic PDF (in B2B only valid during transition periods) as an email attachment, as a ZUGFeRD invoice with invisibly embedded data, or as an XRechnung with no visual view at all: with the right automation, it lands reliably, correctly, and without manual effort directly in SAP.

1. Submit invoices exactly as they arrive

Not every invoice arrives the same way — that’s why the inPuncto mass processor biz²ScanServer adapts flexibly to your situation. Depending on how an invoice comes in, three paths are available to ensure it’s processed automatically:

• Drag & drop – for quick individual review: You open the email, take a quick look at the invoice, and drag the PDF attachment into a designated folder using your mouse. The system recognizes the file immediately and automatically starts processing. This way, you stay in control without having to capture anything yourself.
• Forward by email – for handling several invoices at once: If multiple invoices are contained in one email, simply forward it to a fixed system address. The system automatically extracts all invoices and additionally archives the complete email — including proof, in case questions come up later.
• Fixed supplier address – for fully automatic invoice receipt: If a supplier regularly sends invoices in the same format, they can send them directly to a fixed system address. Processing then runs completely automatically, without you having to intervene at all — providing maximum relief for your team.

ZUGFeRD invoices and XRechnung invoices follow the exact same, straightforward email path. A visual pre-check isn’t even necessary here, since the system automatically validates these formats — saving you even more time.

2. All invoices in view at all times

No matter which path an invoice was submitted through: it ends up in the biz²DocumentControl Cockpit — a central digital inbox for the entire accounting department. Instead of searching through different mailboxes or folders, you see all invoices clearly in one place. Each invoice also automatically receives its own barcode, comparable to a file reference number — so it can always be found again quickly and unambiguously.

3. Review, posting, and approval — now with less effort

For review, posting, and approval, inPuncto biz²DocumentControl ensures as little manual work as possible remains for you. Using a PDF invoice as an example, the video shows the complete process:

• Read invoice: The system automatically extracts the invoice number, date, total amount, and every individual line item with quantity, price, and VAT — with no typing required.
• Review: You just take a quick look to confirm everything was recognized correctly, instead of manually checking every detail.
• Post: Using drag & drop, you drag the recognized line items directly onto the appropriate cost center — fast, intuitive, and without switching systems.
• Comment: A short note for the next person handling the invoice can be added directly, so information isn’t lost.
• Approve: Depending on internal rules, the invoice goes through one or more approval stages — transparently traceable until it’s finally confirmed.

The result for you: significantly less manual effort, fewer sources of error, and more time for the tasks that truly require your expertise.

4. Full transparency directly in SAP

After posting, the invoice receives a standard SAP document number — as usual. Under “Attachments,” you’ll automatically find the scanned invoice, the original email, and a complete overview of who processed the invoice and when. Long searches across different systems are eliminated entirely: everything related to the invoice is stored in one place directly in SAP — always traceable, including for audits or inquiries.

Special case XRechnung: Legally compliant processing, with no extra effort for you

An XRechnung isn’t a document meant to be viewed, but a pure data record. To ensure nothing gets lost and you stay on the legally safe side, the system automatically checks every XRechnung against the European standard EN 16931. If everything is correct, it continues through the same process as a normal PDF invoice — supplemented with an easy-to-read view, the original email, the original file, and a log of the extracted data. This way, you have full traceability even with a pure data record.

Special case ZUGFeRD: Familiar PDF view, automatic check in the background

A ZUGFeRD invoice looks like a normal PDF invoice but additionally contains an invisible, embedded data record — so you don’t need to change anything about your usual way of working. If something doesn’t check out during the automatic validation, the invoice isn’t accepted, the supplier automatically receives a message with the exact error, and can resend the corrected invoice. For you, this means fewer queries, fewer errors, and noticeably more reliable collaboration with your suppliers.

Key takeaway: Process invoices seamlessly and automatically in SAP — regardless of format

This example clearly shows how seamlessly automated invoice processing integrates into your existing SAP landscape. Whether you want to reliably automate your invoice receipt for PDF, ZUGFeRD, or XRechnung, the inPuncto SAP add-ons biz²ScanServer and biz²DocumentControl offer a proven, practice-oriented solution.

Would you like to experience inPuncto software within your own SAP processes?