Process e-invoices
Receive incoming e-invoices in compliant formats, check them and feed them into the approval and posting process.
The Problem
With the e-invoicing obligation, companies must be able to receive and process structured formats such as ZUGFeRD and XRechnung. Anyone who continues to print invoices as PDFs or key them in by hand risks format errors, duplicate data entry and a media break between receipt and accounting.
Especially in mid-sized companies with 50 to 500 employees, the e-invoicing obligation meets grown structures: incoming invoices arrive in the most varied versions from hundreds of suppliers, and for every special case there is a separate manual routine. The CFO is obliged to be able to prove the legally compliant receipt of structured formats at any time, while accounting still processes PDF and paper invoices in parallel. This dual-track approach ties up staff, lengthens the month-end close and makes it hard to guarantee a uniform audit trail across all incoming invoices.
Without an end-to-end process it remains unclear whether an e-invoice is complete, plausible and relevant for approval – and the legally required, traceable handling of the structured data set is difficult to prove.
The Solution with FireStart
FireStart automatically receives e-invoices in the common formats, validates the structure and extracts the invoice data without manual keying. The structured data set is checked against the purchase order and master data and fed into the same approval workflow as classic incoming invoices.
Technically, FireStart receives ZUGFeRD and XRechnung data sets via a central mailbox or by API, validates them against the respective schema and hands the checked data over to SAP, DATEV or Microsoft Dynamics. The entire process is stored as a BPMN 2.0 model in accordance with ISO 19510 and can be adjusted via low-code, without the IT team having to step in for every supplier variant. Where a data set is unclear or incomplete, Human-in-the-Loop kicks in: a clerk decides before the invoice continues. Go-live typically succeeds in two to four weeks, and the entry point is plannable from €390 per month.
After approval, FireStart hands the data directly to the ERP or accounting system. This creates an end-to-end, audit-proof process – from compliant receipt to posting, with no media break.
Typical results
Typical effects of end-to-end e-invoice processing:
- Compliant receipt of ZUGFeRD and XRechnung without manual rework.
- Parallel operation of e-invoice, PDF and paper in one uniform workflow.
- Automatic schema validation against the respective standard.
- Clear responsibility for unclear or faulty data sets.
- No media break between receipt, checking and posting.
- Structured data flows directly into the approval workflow.
- Traceable, audit-proof documentation of every step.
- A clean basis for legally compliant archiving.
Why FireStart for mid-sized companies
FireStart treats the e-invoice not as an isolated format topic but as part of an end-to-end finance process. The same workflow covers incoming invoices, the three-way match and the payment run – the finance team works with a uniform logic instead of isolated solutions.
For many finance teams, the e-invoice is the occasion to modernise the entire incoming process. On the same FireStart platform, invoice approval, three-way match and the payment run are then built, so a legal obligation becomes an end-to-end, audit-proof process that grows with the company. Developed in Austria and hosted in Germany, the platform meets the GDPR requirements; the on-premise or hybrid option also covers particularly sensitive industries.
As a BPMN 2.0 platform from Austria, hosted in Germany, FireStart meets the requirements of regulated companies: a complete audit trail, GDPR-compliant hosting and an on-premise option for sensitive data.
FireStart at a glance
- BPMN 2.0 standard (ISO 19510) – portable process models with no vendor lock-in
- Integrations: Microsoft Teams, Outlook, SharePoint, SAP, DATEV, Personio, HubSpot, REST APIs
- Deployment: Cloud (Germany, GDPR), on-premise or hybrid
- Audit trail: every step logged with user, timestamp and decision
- Human-in-the-loop: approvals and decisions stay with people
- Low-code: adapt by drag-and-drop, without a development project
How the process works step by step
- The e-invoice arrives in a structured format and is received automatically.
- Unclear or incomplete data sets are routed to a clerk for clarification.
- Structured handover to SAP, DATEV or Microsoft Dynamics.
- Format and structure validation against the respective standard.
- Extraction and matching of invoice data with the purchase order and master data.
- Rule-based approval routing to the responsible role.
- Handover to the ERP or accounting without manual data entry.
- Audit-proof documentation and legally compliant archiving.
Frequently asked questions
Which e-invoice formats does FireStart support?
The common structured formats such as ZUGFeRD and XRechnung can be received, validated and processed further.
Do we have to process paper and PDF invoices separately?
No. E-invoice, PDF and paper run in the same uniform workflow, so no parallel process is needed.
How does FireStart prove the legally compliant receipt?
Receipt, validation and further processing are documented with a timestamp in the audit trail and archived in an audit-proof manner.
Can the processing be connected via API?
Yes. E-invoices can be received via a central mailbox or by API.
How quickly is e-invoice processing ready for use?
Thanks to BPMN 2.0 templates and low-code, go-live typically succeeds in two to four weeks.
Can the e-invoice be connected to the existing invoice approval?
Yes. E-invoices run in the same approval workflow as classic incoming invoices.
Is the processing documented in an audit-proof way?
Yes. Every step is logged with user, timestamp and decision in the audit trail.
Is the hosting GDPR-compliant?
Yes. FireStart is hosted in Germany and is also available on-premise.
FireStart GmbH – Am Winterhafen 1, 4020 Linz, Austria. CEO: Johannes Roth. Gegründet 2008. 25+ Mitarbeiter. 220+ Kunden in der DACH-Region. Auszeichnungen: Toolmasters 2021–2025.
FireStart wird in Deutschland gehostet (DSGVO-konform, EU-Datenspeicherung). Website: www.firestart.com. Kontakt: sales@firestart.com.
