New standard in billing. Quick, environmental-friendly and cost-effective. Paper-based or electronic input, modular structure, electronic signature, accounting compatibility. PrintSoft E-invoicing Portal.

The electronic invoice is not different from a paper-based invoice in terms of data content. Electronic invoices replace the paper-based ones in every respect, moreover, they are environment-friendly, easy to store and manage. Electronic invoices are transmitted and viewed over the Internet. In practice, it means a PDF file containing the invoice layout and the embedded XML file with legally compliant data as specified by the tax authorities.

The main advantage of electronic invoicing is cost-efficiency. The issuer of the invoice can save a remarkable amount of money by sending the invoices in an electronic format instead of printing on paper and sending them by post. Printing costs (paper and toner) and delivery charges (envelope and postal fee) are reduced, as well as human expenditures which all occur when issuing and sending out invoices. Not to mention storage costs of archived invoices.

Electronic invoicing means shorter processing time as invoices get to customers sooner over the electronic channel. Complaint management becomes faster when customers can submit a complaint electronically and customer services can look into the matter within a very short time. Electronic invoices and corresponding documents are immediately traceable in the electronic database while searching for paper-based documents in the filing-cabinet is extremely time-consuming.

Easy application, faster invoice management and more transparent archiving will eventually all increase customer satisfaction.

 

The e-invoicing solution developed by Innodox consists of three components. Invoices may come from different sources or invoicing systems, the PDF and XML objects are always handled by the Layout & Streaming modul of FlowLogic. When the system is implemented, all the information needed for formatting (data content of the input) are defined by the invoice sender. Based on these specifications, our experts create the customized invoice format.

FlowLogic’s ESign Server is responsible for the receipt of objects, document wrapping and output writing. It takes care of the certification elements required to the electronic copies of paper-based documents and makes sure the electronic invoices are generated in a legally-compliant way. Integrated with the solutions of certification providers, FlowLogic ESign Server analyses the document format and processes it accordingly, furnishing the document with electronic signature and timestamp. Connecting systems access the services through a standard interface, which enables easy integration of the invoicing system into any IT environments.

Electronic certified documents can be produced in large quantities as well as to individual requests. Depending on the infrastructure’s performance, the number of electronically certified documents provided by the ESign module can reach an amount of several ten thousand pieces per hour.

 

 

PrintSoft E-invoicing Portál

 

The concept developed by Innodox for the receipt of electronic invoices manages both paper-based and electronic invoices in a solid process. Paper-based invoices are scanned with the help of the Image Capture system. Next step is reading out the data that can be automatically retrieved. Typically, electronic invoices arrive by e-mail, and the system verifies their authenticity (by checking the time-stamp, certificate and integrity). After verification, the electronic invoice is being checked for XML attachment. Data is taken from the XML file, otherwise it is extracted using the OCR function of the Image Capture module.

Invoice layout and data will be archived after data capture. Approval process comes next and finally, data will be transferred to the accounting system. The system follows-up the accounting and payment status, therefore, the whole process can be controlled through the system.

The electronic invoicing system of Innodox is completely open. It can be integrated into existing systems, even if certain tasks are still carried out in a traditional manner. The OCR data capture function, for example, can be replaced by manual data entry. In case the accounting system has its own approval process, the Incoming Invoices module will only be responsible for starting the approval process and passing it on to accounting. Follow-up of the accounting and payment status is also optional, it provides full control over the complete workflow in one system.

In case of paper-based documents, a certification module can be added to our Incoming Invoice application. This module accomplishes certification procedure to make the documents legally compliant for digital archiving. Filing the paper-based documents is not necessary after all.

In addition to the ABBYY image capture module that we recommend, the system can be integrated with other capturing applications. SAPERION’s Archive module can also be replaced by other archiving solutions. As we use file system based data exchange solutions implemented through internet/intranet services, any accounting systems can be integrated to our electronic invoicing software.