Service · Data and analytics

Intelligent document processing

Take a haulage firm in Wels running forty lorries. Every day brings hundreds of proof-of-delivery photos snapped by drivers, PDF invoices from subcontracted carriers in Hungary and the Czech Republic, fuel and toll receipts from five countries, and CMR consignment notes covered in stamps and handwritten remarks. Two people in the dispatch office spend a large part of their day retyping numbers. Structured e-invoices in ebInterface or ZUGFeRD format solve this for only part of the post, because much of it still arrives as a scan or a photo. These are exactly the documents that can now be classified and read automatically. The extracted data is prepared in your ERP, and a person reviews and approves it before anything is posted. Whether this pays off at your volume is something we calculate first, using your own paperwork.

Send an enquiry Inclusions overview

E-invoices

parsed, not guessed

Human approval

for every uncertain document

Straight into the ERP

once checked

Your documents

used for testing, not demo samples

Everything this covers

Whether automation is worth it gets settled first. If it is, the scope typically looks like this, adapted for paperwork arriving from Austria and abroad.

Settle the details with an engineer

One way in

A dedicated invoice address on your own domain, a shared SharePoint location for anything scanned in the warehouse, and an easy upload link drivers can use from the cab.

Structured formats first

ebInterface, PEPPOL, ZUGFeRD and XRechnung already carry their data in machine-readable form. We read those directly instead of guessing at them with text recognition.

Document types with their own logic

Purchase invoices, credit notes, delivery notes, CMRs, customs entries and contracts are all handled differently, with separate fields, sanity checks and approvers.

Tax plausibility

Supplier VAT ID, recalculated totals, and detection of reverse charge and intra-community acquisitions, so that an invoice without Austrian VAT is neither flagged as an error nor posted incorrectly.

Matching order, receipt and invoice

Does the billed quantity and price match what was ordered and what physically arrived? Any mismatch parks the invoice until a person rules on it.

Posting and archiving

Hand-off to BMD, RZL, Business Central or Odoo with the original attached, filed so that the seven-year retention duty remains satisfied. Whether paper originals may be destroyed is something to confirm with your tax adviser beforehand.

Contracts and personal data

Processing in EU data centres, covered by a processor contract and by terms that forbid anyone from training their models on your files.

Our working method

The decision rests on figures from your own operation, not on a polished demonstration.

A month of real paperwork

Forward us four weeks of incoming paperwork, unsorted and unpolished, down to the lopsided phone snapshots and faxed copies.

Feasibility report

Recognition rate by document type and supplier, hours saved, and the cost of set-up and running. Then you decide.

Pilot with clear limits

A single category of paperwork, or just the five suppliers who send you the most, plugged into the sign-off process you already use.

Gradual expansion

More document categories follow when the pilot has been running quietly for a while and staff have come to rely on it.

The most important part of a delivery receipt is often scribbled in the margin. Two pallets damaged, accepted with reservation, a signature with no legible name. Remarks like these decide claims and liability, and they are precisely what software reads least reliably. So the system routes every document carrying a handwritten note to a human reviewer instead of quietly filing it as done.

Frequently asked questions

Wherever paperwork is plentiful and looks the same each time: dispatch notes from long-standing vendors, recurring bills from foreign partners, CMR forms. Invoices already arriving as ebInterface or ZUGFeRD need no text recognition at all, just clean import.

That figure comes out of your own sample, split by category and by sender. Image quality and the number of different layouts drive it more than anything, which is why quoting a rate in advance would be guesswork.

For invoices from other EU countries that is often correct, since the tax is due from you as an intra-community acquisition or under the reverse charge mechanism. We set up the relevant rules with your tax adviser before the first foreign invoice is processed automatically.

By a service running in EU data centres, under a data processing agreement and with a contractual exclusion of model training on your data. A ready-drafted paragraph for your processing register is included.

For the feasibility study we charge €110 per hour plus VAT, following an upfront estimate; the roll-out that follows gets its own quote. Usage fees for the recognition service depend on volume and are shown openly in our calculation.

Related work in the same area

Open the full area page

Service Master data management A single clean entry for each client, vendor and product, protected by rules that stop the drift Service Data warehouse Figures from accounting, web shop and marketplaces gathered in one EU-hosted place

Stop retyping paperwork

Describe the paperwork that lands on your desks and give us a rough monthly count. We will work out whether automation pays and will tell you plainly if it does not.

Email
office@apply.at

Availability
Monday to Friday, 8:00-17:00 Austrian time (CET/CEST), reply within one working day

Meetings
By video on Microsoft Teams or Google Meet

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