Incoming invoices posted to SAP at month end, without anyone typing them
A familiar job that eats days of every accounting team's month: gather invoices from wherever they arrive, read the details, key each one into SAP, then check which ones were done. The type of invoice does not matter: an e-invoice, a PDF by e-mail, a scan or a foreign invoice. We hand that job to a robot that runs unattended and asks when it is not sure.
Why it is still done by hand
Invoices reach a company by different routes. In Turkey, e-Invoices come through an e-invoicing provider, while e-Archive invoices, PDFs and foreign invoices usually arrive by e-mail or other channels. Arriving is not the same as being posted.
Which account, cost centre and tax code an invoice belongs to depends on company rules, and in most companies that mapping is still done by hand. As invoice volume grows, so does the month-end pile.
What the robot does
It follows the same path an accountant does, in the same order:
- 01On the set day, it collects invoices from the sources they arrive through.
- 02It reads each invoice's details. Electronic invoices are read directly; PDFs and scans go through an AI reading step if needed.
- 03It checks its own record to see whether the invoice was already posted, and skips it if so.
- 04It sets aside invoices with missing or inconsistent data before they reach SAP.
- 05It posts the valid invoices to SAP under your rules and records the resulting document numbers.
- 06It sends an Excel report with a summary, the entries and an event log, plus a result e-mail.
What changes for accounting
The team stops keying invoices and looks at the exceptions the robot set aside. Incomplete invoices are listed in the month's Excel file; once the team corrects and approves them, the robot resends only those and never overwrites the corrected file.
If the connection drops while saving, SAP may already have created the document, so the robot does not resend that invoice. It flags it for accounting. After a restart it finds unfinished work and carries on.
From a project: a week down to 15 minutes
At a manufacturing group, monthly invoice posting was done by hand and took a week every month. There was a working tool, but someone had to watch it and any error meant starting over.
We kept the tool, made it traceable and built memory, brakes and reporting around it. The monthly job went from a week to 15 minutes and runs without human intervention. SAP document numbers match the panel's records one to one, and a second run skips invoices already posted.
Questions
We already use an e-invoicing provider. Do we still need this?
The provider delivers the document. Mapping it to the right account and cost centre and posting it to SAP is usually still manual. The robot takes over that second half; you keep your provider.
Can it handle PDF and scanned invoices?
Yes. Electronic invoices are read directly; PDFs and scans go through an AI reading step, and any field it is not confident about goes to a person for approval.
What if an invoice is missing information?
It is not sent to SAP. It is listed with its reason in the month's Excel file, and once the team fixes and approves it, the robot processes only those invoices.
We post invoices to a different ERP, not SAP. Does this work?
Yes. The robot does the same job in Dynamics 365, Oracle NetSuite, Logo, Netsis, Mikro and other ERPs; it uses the ERP through its screens, so the brand is not what matters. Duplicate checks, the incomplete-data list and the report stay the same.
Give us 30 minutes and one job.
Tell us about a repetitive task or a tool your team is missing. We'll tell you plainly what it needs. If it needs nothing, we'll say that too.
Free, 30 minutes, no commitment.