
AI-based (e-)invoice workflow for the real estate industry
Invoice processing is often resource-intensive and error-prone. Our solution digitalizes and accelerates the entire invoice management process by up to 85%, reduces invoice processing costs and ensures greater transparency.

From invoice receipt to payment in under 4 days
The real estate industry faces specific challenges in (e-)invoice processing: lots of service providers, decentralized structures and time-consuming capture and approval processes. Our approach to process optimization uses modern technologies such as artificial intelligence (AI) and machine learning to automatically capture, analyze, classify and pre-assign (e-)invoices directly into the relevant ERP system.
Property-specific from receipt to payment
SmartInvoice enables precise classification of various document and invoice types. The solution detects whether an (e-)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, maintenance costs or, for example, an insurance claim.
The automated duplicate check reduces manual effort and minimizes the risk of double entries. The structured processing of all invoices in our workflow creates the basis for increased data transparency and intelligence. Our SmartInvoice solution automatically detects duplicates among the invoices processed. The criteria for duplicate detection are flexibly configurable and can be individually customized. If duplicates are detected, the responsible processor is notified to review the corresponding invoices. Potential duplicates and the associated invoices can be viewed and corrected if necessary. The rejection also takes place directly and traceably within SmartInvoice.
The automatic completeness check identifies invoices that do not comply with the requirements of Section 14 of the German Value-Added Tax Act. SmartInvoice automatically generates alerts that notify invoice processors when essential information is missing, such as invoice number, performance period, performance recipient, tax number or other mandatory information. In the case of incorrect invoices, the responsible processors are intuitively instructed to reject the respective invoices. The email address is automatically taken from the invoice, pre-formulated text modules are available, and the vendor can be notified by email directly from SmartInvoice.
SmartInvoice can be used to contact more than just vendors who have submitted incorrect invoices. Partner companies such as administrators, planners or architects also have the option to check invoices in SmartInvoice. They can be contacted by sending a link via email and do not need a SmartInvoice account to grant external approvals. In addition, SmartInvoice offers the possibility to easily forward invoices and send them directly to the respective recipient on individually customizable letterhead. Chargeback invoices can be created directly in SmartInvoice and sent by email to the respective recipients, such as tenants.
Our technology automatically generates AI-based accounting suggestions. Historical invoices and account assignments are input to train the AI on various accounting issues. This historical data is linked to current invoices based on attributes and forms the basis for precise account assignment suggestions. The historical data can be viewed at any time and is linked to the current process. In addition, several account assignment lines per transaction are possible, as is an account assignment split across different transactions.
Flex routing makes it possible to configure approval processes individually and flexibly based on various parameters – without any developer effort. For example, invoices can be automatically approved up to a specified amount and posted directly in SAP based on the “amount volume” parameter.
Booking data that has already been approved is created as business transactions in the booking system and posted automatically, since the approval process was previously carried out in SmartInvoice. The booking data is stored on an SFTP server and retrieved daily from the respective systems, which significantly simplifies integration with ERP systems. The import and export of data can be flexibly configured for the admin user.

Making data versatile
Our process and data solutions offer you comprehensive automation and transparent data preparation, with modular expansion options. In addition to invoice processing, further data can be extracted from invoices. The esgREview module can be used to record ESG-relevant data such as consumption, emissions and costs. The costREview module enables a transparent processing of all cost types and creates a digital cost twin of your property.