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Capture from every channel
Mailbox, manual upload, mobile photo, ZUGFeRD or XRechnung intake. All incoming invoices land in one central queue.
Incoming Invoices: receive, approve, post.
With teamspace you receive incoming invoices by email or upload, extract data with OCR, route them through an approval workflow and hand them to accounting. ZUGFeRD and XRechnung are processed automatically.
What incoming invoice software has to do
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OCR and automatic recognition
Supplier, invoice number, amount, due date and VAT rate are recognised automatically. Embedded XML from ZUGFeRD or XRechnung is processed natively, no OCR needed.
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Approval workflow
Subject-matter check and arithmetic check with multi-eyes principle. Once approved, the invoice is handed to accounting and payment.
Features around incoming invoice processing
Capture and recognition
- Email inbox with auto-import
- OCR for scanned or photographed invoices
- ZUGFeRD and XRechnung XML processing
- Supplier master-data match
- Duplicate detection
Workflow
- Subject-matter check by the department
- Arithmetic check by accounting
- Multi-eyes principle on amounts above a threshold
- Escalation on overdue items
- Hand-over to DATEV, Lexware, Sage
What incoming invoice software does
While most invoicing tools focus on the outgoing side, incoming invoice management addresses the opposite flow: receive supplier invoices, validate them, route them for approval, post the bookings and trigger payment. teamspace covers this end-to-end in one integrated cloud platform.
OCR and automatic recognition
Incoming invoices arrive in many formats: PDF by email, scanned paper, mobile photo, ZUGFeRD hybrid, XRechnung XML. teamspace recognises automatically:
- Supplier (matched against your master data).
- Invoice number and date (for duplicate detection).
- Amount and VAT rate (for the booking check).
- Due date and payment terms.
- Line items on detailed invoices.
For ZUGFeRD or XRechnung the embedded XML is processed directly — no OCR is needed and the data quality is exact.
Approval workflow with multi-eyes principle
Approvers and value thresholds are configurable per supplier or project. The standard workflow includes a subject-matter check by the department (was the service delivered as agreed?), an arithmetic check by accounting (are amounts and tax rates correct?), and a final approval by an authorised signer.
For higher amounts or new suppliers the multi-eyes principle kicks in. Overdue items escalate automatically so that early-payment discount windows are not missed.
Hand-over to DATEV, Lexware, Sage
Approved incoming invoices are exported in the standard format of the receiving accounting system, including booking lines with accounts, cost centres and tax keys. No CSV bridges, no manual rework. More on the DATEV export page.
Reviewed in a requirements check
You are considering whether teamspace can digitalise the incoming-invoice flow in your organisation? In a 15- to 30-minute meeting we walk through your inbound workflow, supplier mix and the accounting interface.
Frequently asked questions about incoming invoices
How do incoming invoices reach the system?
Through a central mailbox (e.g. invoices@company.com), manual upload, photo via the mobile app or directly as a ZUGFeRD or XRechnung file. Suppliers send to one address, the system routes from there.
How does the OCR work?
Supplier, invoice number, amount, due date, VAT rate and line items are extracted from scanned or photographed PDFs. For ZUGFeRD or XRechnung the embedded XML is read directly without OCR.
How configurable is the approval workflow?
Approvers and value thresholds are configured per supplier or project. An invoice above 5,000 € may, for example, require management sign-off in addition. Multi-eyes principle is the default.
How does hand-over to DATEV work?
Approved incoming invoices are exported in the DATEV standard format, including booking lines with accounts, cost centres and tax keys. More on the DATEV export page.
Where are incoming invoices archived?
In GoBD mode, audit-proof for at least 10 years, in ISO-27001-certified data centres in Frankfurt am Main.
Incoming invoices, reviewed in 15 minutes.
In the requirements check we walk through your inbound workflow and the link to your accounting system.