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Overall Process

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The mapping of invoice data from Document Processing into TA Cloud DMS is handled automatically. For mapping invoice data into an on-premises system (e.g., enaio), a Masterdata Matching Service is available as a Docker container upon request.

Overview​

Process Chart

  1. Uploading
    • Documents can be submitted via various input channels.
  2. Processing
    • Conventional invoices: Classification, data extraction, manual review (if necessary).
    • E-invoices: Classification, data extraction, validation, PDF representation.
  3. Provision
    • Processed documents and their data in universal format are made available for further use and integration with downstream systems.

Uploading​

Documents can be submitted via the following input channels:

  • TA Documents Agent: Both conventional invoices and e-invoices can be uploaded via folder or SMB.
  • Microsoft 365 Outlook Integration: Invoices can also be received directly via email using our Microsoft 365 Outlook integration.
  • PEPPOL Network: E-invoices can be received securely and efficiently through the standardized PEPPOL network.
  • REST API (on request): Invoices can be uploaded programmatically via REST API upon request.

Processing​

Depending on the invoice type, the following steps are performed:

Conventional Invoices​

PDF/scanned paper

  1. Classification / Extraction
    • The invoice is automatically classified, and relevant metadata is extracted.
  2. Manual Review (if necessary)
    • If uncertainties or exceptions are detected, a manual review must be performed by a user (e.g. in case of poor scan quality, missing information, etc.).
  3. Universal Format Generation
    • The extracted data is converted into a universal invoice format (JSON) for further processing.

E-Invoices​

XRechnung, ZUGFeRD, PEPPOL BIS Billing

  1. Classification / Extraction
    • The e-invoice is recognized as such and relevant data is extracted automatically.
  2. Validation
    • The e-invoice is checked for formal and content compliance (e.g. with national standards).
  3. Representation Creation
    • A standardized PDF representation is generated from the e-invoice for visualization and archiving purposes.
  4. Universal Format Generation
    • The extracted data is converted into a universal invoice format (JSON) for further processing.

Provision​

After successful processing, different document versions are provided for further use, depending on the document type:

Conventional Invoice​

  • Original:
    UUID_documentName_original.pdf
  • Extracted Metadata:
    UUID_documentName_metadata.json
  • Universal Format:
    UUID_documentName_universal.json

E-Invoice​

  • Original:
    UUID_documentName_original.pdf
  • Representation:
    UUID_documentName_representation.pdf
  • Universal Format:
    UUID_documentName_universal.json
info

It is recommended to always use the Universal Format UUID_documentName_universal.json for further processing and system integration. This format provides a unified, standardized data format regardless of the original invoice input.