Rule recognition, invoice information made transparent

Invoice Line Recognition

How great would it be if line recognition could be applied to incoming invoices, and if invoices could also be split into the desired line components?

Due to today’s digital structure, invoices often contain much more information—but that’s not a problem. In fact, it offers opportunities to gain better clarity in your invoice flow!

That’s what this article is about: no complicated additions to your existing invoice process, less searching and manual matching of invoice postings—just more time, attention, and above all, convenience for invoice processing at the line level!

Invoice Lines

A purchase invoice is typically an expense invoice. This could be an invoice for a leased car, which may or may not include fuel costs. How much time would you save by booking these invoices in an automated process, split into separate invoice lines?

Do you want to allocate costs to a fixed cost center or general ledger account? The setup for this is partially automated. When configuring your system, we link this knowledge to a line recognition system—tailored specifically for your organization—before any invoice is even processed. This way, you benefit from modern, intelligent line recognition from the very first use.

Step-by-Step Guide for Invoice Processing

To get started, analyze your invoice flow: Which invoices already arrive digitally as UBL files? If you receive invoices digitally (e.g., as PDFs but without UBL), check out our article on E-invoicing.

As a next step, you can evaluate PDFCommunicator for free to see firsthand how much convenience, time savings, and error reduction it brings to your workflow.

This low barrier to entry is crucial for some organizations to get colleagues and employees on board with the new process. Change often means hassle—and who wants that? This link covers organizational change readiness in an engaging, easy-to-read way.

Effortless Line Recognition

How is it possible to predefine the coding of expense invoices—without even having seen the invoices themselves? Admittedly, it’s always better to first analyze invoices with their individual line items. Often, the required information isn’t the entire invoice line but rather a specific component tied to the desired general ledger account. This is exactly where invoice line recognition shines!

We capture these invoice line characteristics in a dataset tailored to your organization. It contains all relevant data related to incoming invoices and the desired booking proposal. As a bonus for your daily administrative workload, linking invoice lines to your general ledger is practically seamless—and visually transparent.

Modern Technology for Your Convenience

Our proposed invoice automation stems from our Machine Learning model. In other words, EasyData’s specialists have trained the software (a Machine Learning algorithm) on vast volumes of diverse invoices, each with unique details and focal points.

Based on this “knowledge,” EasyData has built a foundational dataset that serves as the basis for your specific invoice (line) setup. Rest assured: this dataset contains no third-party invoice data. The beauty of such a dataset? It holds definitions for 10,000+ different invoice lines—without actually storing them.

That said, real-world experience shows that the standard dataset always requires organization-specific fine-tuning. And we’d love to show you just how smooth this process can be!

Sample Invoice

The displayed invoice shows an example of a complex invoice with separate line items.

Line Discount

A 10% line discount has been applied to one of the items.

Line Width

The lines vary in width, with Line 1 not properly aligned.

Invoice Discount

This applies to the total of the net line amounts.

Struggling with Invoice Line-Level Processing?

Over the years, EasyData has developed multiple technologies to empower finance teams. One such technology—invoice line recognition—is available in PDFCommunicator, a user-friendly yet powerful tool capable of accurately recognizing invoices at the line-item level.

Want to Explore Invoice (Line) Recognition?

Have questions or eager to start defining and achieving your administrative goals? Feel free to contact us—EasyData specializes in next-level invoice recognition that outperforms standard market solutions, delivering immediate, tangible results in automation.

Test It with Your Existing Invoice Recognition System

Note: The invoice image was scaled down for faster page loading.
Already using an invoice recognition system? Download this test invoice and try it yourself!