How to Process Invoices
- Bogdan Büchner
- Jan 1, 2026
- 2 min read
Updated: Aug 9
Processing invoices manually can be time-consuming, especially when information needs to be entered, checked, matched to Purchase Orders and routed through several approval steps.
Digital Purchase Order (DPO) brings these processes together in one workflow. With AI-powered invoice processing, Purchase Order matching and configurable approval workflows, DPO can help reduce the time spent on manual invoice processing by up to 50%.
Receive invoices directly in DPO
Getting started is simple. Invoices can be forwarded to your dedicated DPO invoice email address, which can be found at any time under Settings > Invoice.
All newly received invoices are collected in the Invoice Inbox, giving you one central place to review and process incoming invoices.
Let AI capture the invoice data
Once an invoice has been received, DPO automatically reads and captures the relevant invoice information.
The first step is to review and validate the extracted data. If all required information has been recognized successfully, a green indicator confirms that the invoice is complete. If information is missing, the corresponding fields are highlighted in red.
All pre-filled fields can be edited manually if required. You can also add additional information such as:
- Departments
- Account codes
- Descriptions
- Tax information
Once all details have been checked, the invoice can be saved and moved to the next stage.
Match invoices to Purchase Orders
DPO also uses AI to assist with matching invoices to existing Purchase Orders.
In the Matching screen, simply select an invoice line and DPO will suggest the most suitable Purchase Order item.
The matching process remains flexible. You can:
Match several invoice lines to one Purchase Order item
Split invoice lines across multiple Purchase Order items
Process an invoice without a Purchase Order match
Copy information such as account codes, departments or item descriptions from the Purchase Order to the invoice
If changes are required later, Match Mode allows you to link or unlink invoices and Purchase Orders at any time.
Automate your invoice approval workflow
Once an invoice has been matched, it is automatically submitted to the relevant invoice approval workflow.
Approval workflows can be configured according to your company’s individual requirements within the DPO settings.
Approvers can open their approval list and review the invoice together with the corresponding Purchase Order side by side before making their decision.
On average, the complete invoice approval process with DPO takes less than five minutes.
Export and track approved invoices
After final approval, invoice data can be exported to third-party platforms for further processing.
All processed invoices also remain available in the Invoice View, where users can:
Search invoices by keyword
Filter by supplier or department
Track processed invoices
Mark invoices as paid
This creates a clear and searchable overview of your invoice process from receipt through final approval.
Simplify Invoice Processing with DPO
DPO combines invoice capture, AI-assisted Purchase Order matching, approval workflows and invoice tracking in one digital process.
The result is a faster and more transparent way to manage invoices while reducing manual work throughout the approval process.
Want to see DPO in action?
Book a personal demo with our team and discover how DPO can simplify your invoice and Purchase Order processes.
Book your demo here
Questions?
