00Step 0 · Start by email
Forward the invoice to the AI
Forward any email the AI should process to your dedicated address.
After it arrives, the invoice is created in your ERP within 1–2 minutes.
OutlookSearch inbox
Example Supplier Ltd.09:24
Invoice No. 4711
please find attached our invoice for 1,190.00 EUR…
City Utilities
Prepayment 06/2026
ReplyReply all↪ Forward
Invoice No. 4711
Example Supplier Ltd. · billing@example-supplier.com
PDF Invoice_4711.pdf · 84 KB
To: ki@your-company.comSend
--- Forwarded message --- · Subject: Invoice No. 4711
→ in your ERP in 1–2 min · Dashboard “Supplier invoices”
1 Invoice arrives
2 Click Forward
3 Send to AI → 1–2 min
01Step 1 · Dashboard
Every open invoice at a glance
The dashboard lists every incoming invoice that's been created or is ready for release.
If no check is needed, the AI sets the invoice straight to “ready for release”.
Supplier invoices
| Arrived | Subject | Supplier | Invoice | Status | Check |
|---|---|---|---|---|---|
| 20.05. | Invoice No. 4711 | Example Supplier Ltd. | ER-260093 | created | yes |
| 26.05. | Invoice 575-9155 | Müller GmbH | ER-260095 | created | yes |
| 03.06. | Managed services | Acme Components | ER-260096 | ready | no |
| 12.06. | Shipment invoice | Nordic Steel A/S | ER-260104 | created | yes |
02Step 2 · The “AI” tab
All AI findings in one place
Open an invoice and the “AI” tab sums up the key results:
- the values read from the document
- error messages, if something doesn't fit
- every change the AI made in the database
Edit supplier invoice
ER-260104
created
Acme Components
06.06.2026
INV-4711
A. Schmidt
CurrencyConditionsInfoAI
✓ AI processed
✓ Check needed
Processed at: 12.06.2026 00:15
▸ Show hidden rows (16)
03Step 3 · Trace it
Reveal the steps & understand errors
The check steps are hidden by default. “Show hidden rows” reveals each one. Typical errors:
- the order can't be found in the ERP
- goods receipt missing or quantity too low
- the order has already been invoiced
▾ Hidden rows (16)
| Step | Pos | Status | Field | Message |
|---|---|---|---|---|
| 5. Positions | Head | ✕ | ORDER | order positions could not be added |
| 5. Positions | Head | ✕ | GOODS REC. | no complete goods receipt |
| 3. Header | Head | ✓ | INVOICE NO. | INV-4711 |
| 2. Address | Head | ✓ | SUPPLIER | matched |
04Step 4 · Open the document
Open documents in your archive
A click on the document name opens it directly in your document archive (DMS).
Alternatively, reach the document through the usual document view.
AI result
| 5. Positions | ✕ | ORDER |
| 5. Positions | ✕ | GOODS REC. |
AI result: Invoice_4711.pdf ↗
05Step 5 · Fullscreen
Everything in one pop-up
The icon next to “AI processed” switches the AI view to fullscreen — the complete evaluation at a glance.
Every step, the result, and the input and output values — at a glance.
SmartERP-Flow — Run details (ER-260104)Close ✕
Checklist
| 5. Positions | ✕ | ORDER |
| 5. Positions | ✕ | GOODS REC. |
Header attributes
Invoice number
INV-4711
Invoice date
06.06.2026
VAT ID
DE123456789
IBAN
DE89 3704 0044 …
Positions
| Order | Article | Qty | Net price |
|---|---|---|---|
| BE-100835 | 11100-05 | 1920 | 3.620 |
| BE-102328 | 11205-03 | 3600 | 1.330 |
06Step 6 · Complete it
Add missing positions
If a position is missing, add it manually via “New position” — from the order or from the goods receipt.
New position
Article
From order
From goods receipt
From credit note
07Step 7 · Overview
Order / invoice comparison
The comparison view puts everything side by side. The colour shows the status at a glance:
Order / invoice comparison
| Pos | Article | Order | Qty ord. | Qty inv. | Δ |
|---|---|---|---|---|---|
| 1 | 11100-05 | BE-100835 | 3.200 | 1.920 | −1.280 |
| 2 | 11100-05 | BE-100835 | 3.200 | 3.200 | 0 |
| 3 | 11302-12 | BE-100835 | 500 | — | — |
| 4 | 81160-47 | — | — | 120 | +120 |
Green — match
Red — deviation
Grey — missing on invoice
Yellow — not in order