SmartInvoice

(e-)Invoice management for the real estate industry: Where expertise meets efficiency

SmartInvoice is an AI-powered invoice management workflow developed by industry experts together with our customers specifically for the real estate industry. Accelerate your invoice processing by over 85% and benefit from maximum efficiency!

Overview

From invoice receipt to payment in under 4 days

SmartInvoice automates the entire invoice processing for various document types, including (e-)invoices, reminders and credit notes. At first, the documents are classified and checked for completeness. Vendor rejections can be initiated directly from SmartInvoice to simplify the process. After the check, a self-configurable routing is carried out that is tailored to the specific requirements of your company. You will also benefit from AI-supported account assignment suggestions that enable precise and efficient posting. The relevant processes are seamlessly fed into your ERP system for final posting.

SmartInvoice explained

How SmartInvoice works

The real estate industry faces unique challenges in invoice processing: numerous service providers, decentralized structures and time-consuming capture and approval processes. SmartInvoice relies on modern technologies such as artificial intelligence (AI) and machine learning. This allows us to automatically capture, analyze and classify invoices and feed them, pre-assigned to accounts, directly into your ERP system.

SmartInvoice in action

Property-specific from invoice receipt to posting

Invoice receipt
Classification of different document types

SmartInvoice accelerates data capture by precisely classifying different document and invoice types – including e-invoices. Our solution automatically detects whether an invoice, reminder, credit note, cancellation or another document type is being processed. In addition, SmartInvoice classifies the invoice type and determines whether an invoice is apportionable, relates to a recurring entry or concerns maintenance costs or, for example, an insurance claim.

Duplicate check
Minimize the risk of double entries

SmartInvoice automatically detects potential duplicates in the processed invoices, thereby significantly reducing the risk of double entries. The criteria for duplicate detection are flexible and can be individually adapted to the specific requirements of your company. As soon as a double entry is identified, the responsible processor immediately receives a notification to review the relevant invoices. They can view both the identified duplicates and the associated invoices and make adjustments if necessary. The rejection also takes place seamlessly and traceably directly within SmartInvoice.

Completeness check
Fast and easy rejections of incorrect invoices

Our automatic completeness check ensures that invoices comply with the requirements of Section 14 of the German Value-Added Tax Act. SmartInvoice detects missing essential information and immediately informs invoice processors if information such as invoice number, performance period, performance recipient, tax number or other legally required details are missing. In the event of incorrect invoices, the responsible processors receive intuitive instructions on how to reject the relevant documents. The email address is automatically taken from the invoice, and pre-formulated text modules facilitate communication. The vendor can be notified by email directly from SmartInvoice.

Collaboration
External approvals for faster processing

SmartInvoice can be used to contact more than just vendors who have submitted incorrect invoices. Partner companies such as administrators, planners and architects also have the option to check invoices directly in SmartInvoice. They can be easily contacted via email using a sent link, without the need for a SmartInvoice account to grant external approvals. In addition, SmartInvoice enables easy forwarding of invoices. These can be sent directly to the respective recipients on individually customizable letterhead. Chargeback invoices can be created directly in SmartInvoice and easily sent by email to recipients such as tenants.

AI-based account assignment suggestions
Faster account assignment thanks to AI-driven account assignment suggestions

Our innovative technology automatically creates account assignment-relevant suggestions based on artificial intelligence. Historical invoices and account assignments are analyzed to train the AI on various accounting issues. This historical data is linked to current invoices based on attributes and serves as the basis for precise account assignment suggestions. The historical information can be viewed at any time and is directly linked to the current process. In addition, our system allows the creation of multiple accounting lines per transaction and the distribution of account assignments across different transactions.

Routing
Flexibly configurable approval process

With flex routing, you can design your approval processes individually and flexibly, without the need for developers. For example, invoices can be released automatically based on the “amount volume” parameter, up to an amount you specify. These invoices are then posted directly in SAP, which significantly speeds up the workflow.

Booking
Simple integration into your ERP system

Approved booking data is automatically created and posted as business transactions in your booking system, since the entire approval process has already been carried out in SmartInvoice. The booking data is stored on an SFTP server and retrieved daily from the relevant systems, which greatly simplifies integration with ERP systems. In addition, the import and export of data can be flexibly configured by the administrator.

> 31 bn.

in transacted invoice volume

several 100K

transactions per year

85 %

time saving compared to manual process

FAQ

SmartInvoice is the ideal solution for undertakings of all sizes. Small and medium-sized enterprises benefit from SmartInvoice.ai, our optimal standard solution. For large companies, we offer SmartInvoice.custom, which is individually adapted to your specific processes and requirements by our experts. Please contact us for advice to find the best solution for your company.

We support you with onboarding and take care of the initial upload. Alternatively, we offer interface integration to your ERP system.

Yes, external service providers such as property managers can gain access to SmartInvoice via our rights management.

The quality assurance of invoices is defined by Service Level Agreements (SLAs) and depends on the priority of the documents, which is based on their due date.

Yes, quality assurance is an optional quality gate and can be omitted as needed.

Yes, we offer a variety of ERP interfaces in cooperation with our partners.

Yes, SmartInvoice, like all our tools, meets globally recognized standards for information security management systems. Security is our top priority.

SmartInvoice can process a variety of document types, including:

  • Invoices (PDF, XML, etc.)
  • Credits
  • Reminders
  • etc.
Referenzen

What our customers are saying

“We use Eucon’s intelligent processes for our invoice management. Using AI technology, we digitalize and validate incoming documents and ensure that the entire invoice processing process can be rapidly completed along a purely digital path. In the past, managing our commercial real estate portfolio entailed a lot of manual work. Thanks to the cooperation with Eucon, that is now history. The results speak for themselves: The processing of an invoice document, from the mathematical and factual check to the approval with the appropriate authorization, has been significantly shortened. Furthermore, there is now complete transparency regarding the respective processing status and final documentation of the entire process. We have also succeeded in successively enhancing data quality with the platform-oriented solution.”
Union Investment Real Estate GmbH
“With SmartInvoice, invoice processing and throughput times can be significantly reduced. AI-based invoice management leads to higher quality, greater customer satisfaction and improved competitiveness. For me, that is a decisive advantage.”
Ampega Real Estate GmbH
“A strong competitive positioning is the be-all and end-all for real estate companies. Efficient and error-free processes pave the way there. Eucon’s innovative solutions for optimizing digitalization processes in real estate management provide us with effective support, thereby laying the foundation for an automated and leaner billing process at STRABAG Property and Facility Services. This enabled us to significantly reduce the amount of time and effort spent. The resulting lower process costs – while simultaneously enhancing quality and transparency – increase our competitiveness enormously. Thanks to Eucon, we can also quickly implement the evaluation of processes and economic analyses.”
STRABAG Property and Facility Services GmbH
“We use Eucon to automate the invoice workflow for our centre and property management for numerous mandates. In addition to the process-optimised mapping of property-specific routing requirements, we were also able to significantly increase the efficiency of invoice processing with the introduction of Eucon.”
VÖLKEL Real Estate GmbH

We are happy to advise you

Your contact

Felix Humberg

Director Sales

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