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Solution · accounts payable & approval

Automate accounts payable: from arrival to handover into your accounting system.

Validate e-invoices, classify documents, extract data, spot anomalies, steer approvals and prepare the account assignment. All in one workflow, with an audit trail and ERP handover.

Analyze your accounts payable Check an e-invoice

Google Cloud in Frankfurt · aligned with GoBD · EN 16931 · data processing agreement available · personally supported

The module behind it

Station 02, processing: this is where the Invoice Register (REB) does the work.

The REB is the optional OXS.eco module behind this solution: the chronological register of your incoming invoices, with classification, extracted fields and prepared account assignment. The module page shows it in five views.

View the REB module →
Functions in detail

What OXS.eco does beyond plain filing

Six functional areas, with nuance where it matters. You keep the decision authority, the system only supports you.

Prevent double payments

Catch duplicates before an invoice is paid twice

OXS.eco flags a suspected duplicate before the approval step, for example on a repeated invoice number or unusual master data, instead of leaving it to accounting later. The decision itself stays with your team.

  • Notice on a repeated invoice number or unusual master data
  • Warning chip “suspected duplicate” right on the document
  • Across all channels: e-mail, scan, upload, SFTP and PEPPOL
  • The expert review stays with your team

The most tangible euro effect in accounts payable: a double payment that never happens.

Recognize & validate

Check documents technically, read the fields, flag anomalies

OXS.eco reads supplier, amount, invoice number, date and IBAN from the document as structured data. XRechnung and ZUGFeRD are validated against EN 16931. Unusual values produce visible notices. Formats in detail: E-invoicing →

  • Google Document AI reads the fields, with notices shown on the image itself
  • Validation against EN 16931 for XRechnung / ZUGFeRD
  • Anomaly chips: new IBAN, new VAT ID, suspected duplicate
  • Test documents and new sender addresses are flagged

Recognition quality depends on document quality and on the available data.

Approve & monitor

Multi-level approvals with deputies and an audit trail

Approvals can be routed by amount, department, cost center, supplier or any combination of these. Deputies and waiting times keep the process workable in daily practice. In the dashboard your team sees open items, status and early payment discount deadlines that are coming up.

  • Multi-stage approval based on your rules, with the four-eyes principle
  • Queries and deputy handovers are documented
  • Dashboard with warning chips for review notices
  • Early payment discount deadlines are flagged before they lapse

The audit trail stays traceable and unchanged, for past entries as well.

Learning from your own practice

Learning rules and account assignment suggestions, explainable

Recurring decisions can be saved as a rule: if supplier X, then general ledger account Y, cost center Z. Account assignment suggestions draw on your own posting history and show what they were derived from.

  • Every learning rule is confirmed explicitly when it is saved
  • Suggestions with a traceable derivation
  • The source postings behind a suggestion can be opened (no black box)
  • Every rule can be switched off

Pre-filled values do not affect the four-eyes principle in the approval step. How the AI works → · More on the REB module →

Test first, switch on afterwards

Test the quality before automation goes live

New suppliers, document types or account assignment logic can be checked in pilot operation with historical or prepared documents, before any rule goes live.

  • Test run against past documents
  • Learning phase on a set of your real documents
  • Review the result together, then switch it on
  • Pilot operation in a small test system once the order is placed

A test run is what makes an automation decision reliable.

Measure & optimize

Your cycle times, made measurable

How long does an invoice take from arrival to approval, and at which step does it sit? OXS.eco measures every workflow, from import through to archiving (process mining).

  • Graphical analysis per inbound channel: steps, duration, volumes
  • Your administrators can access it themselves at any time
  • Joint analysis in a review when you want to speed up processes further

You see your own figures instead of external benchmarks.

For logistics & freight forwarding

The logistics documents that belong to the invoice

In logistics, an incoming invoice rarely arrives alone. OXS.eco captures the accompanying documents and links them to the invoice. Once your order and delivery data are connected, discrepancies become visible before your team approves.

Travels with the goods

Delivery note

Matched against the invoice line items as soon as your order and delivery data are connected (set up on a project basis). Quantity and price deviations appear as a notice on the document, not only at the posting stage.

Relevant for billing

Weighbridge ticket

The basis for tonnage-based billing. The weighbridge ticket is assigned to the matching freight or waste disposal invoice and sits right next to the document during the review.

Proof of exchange

Pallet note

Pallet notes are assigned to the case, so exchanges and returns stay traceable as documents instead of being estimated.

More for logistics & transport → View all industries →
ERP integration · Diamant in focus

From the checked document to the ERP handover

Diamant is already connected, and it is our current focus. Further ERP and accounting systems follow on a project basis on request. After the approval, the posting record with account assignment plus a document link is handed over; OXS.eco then queries the payment status from Diamant daily, and you set the frequency. Through the document link, a Diamant user opens the archived original in OXS.eco and reviews it there. For the technical side of the connection, see the interfaces.

  1. 01

    Capture the document

    Arrival by e-mail, scan, upload, SFTP or PEPPOL. Classification and Google Document AI run.

  2. 02

    Validate the fields

    Supplier, amount, invoice number, VAT ID, IBAN. Anomaly chips mark deviations.

  3. 03

    Approve

    Multi-level, according to your rule set. Status, queries and deputies stay visible.

  4. 04

    Handover

    Posting record plus document link to Diamant, payment status returned daily.

  5. 05

    Archive

    Filed audit-proof and aligned with GoBD. Details: Archiving →

FAQ

Frequently asked questions about digital accounts payable

Yes. XRechnung and ZUGFeRD are received via e-mail, upload, SFTP or PEPPOL, checked against EN 16931 and passed into the approval process.

Approvals are configured by amount, department, cost center, creditor or combinations of these: multi-level, with deputies and waiting times, and fully logged.

Due dates and early payment discount dates are read from the invoice and shown in the workflow. Before they lapse, OXS.eco reminds the responsible team. Payment is always triggered by your team through the approval, never by the system.

Hélène TinetManaging Director · initial call, demo & onboarding
Next step

Talk through your accounts payable process in 15 minutes.

In an online meeting we walk through your current process and show where OXS.eco has the clearest effect first. You speak with Hélène Tinet.

MAAS Filderstadt · since 1986
Analyze your accounts payable

Related solutions

View the e-invoicing setup → View archiving → Integrate document dispatch →