Invoice processing without the typing: every supplier invoice captured, checked, and pre-coded — before anyone opens it.
Syntact reads incoming supplier invoices in any format — PDF, scan, email attachment, ZUGFeRD, XRechnung, Peppol — extracts header and line-item data, matches against POs and your vendor master, and posts the invoice for approval in your ERP or accounting system. Your team reviews — instead of retyping.
The invoices keep coming. And someone keeps typing them in.
Not because your AP team is slow — but because between the supplier's PDF and the posting in your ERP sits a media break that people have been bridging by hand. Every invoice, every day.
Vendor, invoice number, net, tax, gross, line items, cost center — typed by hand into the ERP, invoice after invoice. Accounts payable spends its days copying numbers from one screen to another. And tomorrow, the inbox is full again.
Captured on Monday, forwarded on Wednesday, approved whenever the department head is back from vacation: by the time the invoice reaches the payment run, the discount window has closed. 2–3% of the invoice amount — gone, every single time.
Transposed digits from retyping, the same invoice paid twice, amounts booked to the wrong cost center: manual capture produces errors that nobody sees at entry time. They surface weeks later — as a payment difference, a supplier call, or an audit finding.
ZUGFeRD, XRechnung, Peppol: structured e-invoices are becoming mandatory across Europe, step by step. A process built on printing PDFs and typing them in doesn't get easier with XML attachments — it breaks.
A manually captured invoice never costs just the 9 minutes.
Manual invoice processing has two built-in costs: the backlog that never gets caught up — and the silent errors it regularly writes into your payment run. Both grow with every stack of invoices.
The same invoice arrives twice — once by email, once as the reminder copy. Without a systematic duplicate check across the whole intake, both get captured, both get approved, and both get paid. Getting the money back costs weeks.
1,580 becomes 1,850, the 7 becomes a 1: retyping produces errors that look perfectly valid in the system. They don't trigger a warning — they trigger a payment difference, and someone spends an afternoon reconciling it.
No error message fires when a discount window closes. The invoice simply gets paid at full price — on every late approval, month after month. It's the most invisible line item in your P&L.
Invoices pile up faster than they get captured. Suppliers send reminders for invoices that are sitting unprocessed in the inbox — and every dunning letter costs trust, phone calls, and sometimes the good terms you negotiated.
What does manual invoice processing cost you — the cost nobody questions?
A conservative calculation: pure processing time only. Lost early-payment discounts, duplicate payments, and the hours spent reconciling errors aren't even counted yet.
Approve invoices instead of typing them in.
No supplier portal, no mandatory format, no re-educating your suppliers: invoices keep arriving the way they arrive today. Only the capture, checking, and coding are taken over by AI — embedded in your existing system landscape.
In the email inbox, from the scanner, as an upload, or as a structured e-invoice (ZUGFeRD, XRechnung, Peppol): Syntact reads along continuously — no format requirements for your suppliers, no forwarding, no manual sorting.
The AI captures header and line-item data, matches the vendor against your master, runs a duplicate check across the whole intake, compares against the purchase order, and proposes GL accounts and cost centers — following your coding logic, not a generic one.
Your team sees the finished posting proposal next to the original document: amounts, coding, PO match, flagged exceptions. Approve, and the invoice lands in your ERP or accounting system — hours of typing become minutes of review.
Approval stays with your team: no invoice reaches the payment run without the okay of your AP team. The AI proposes — people decide.
OCR gives you text. Syntact gives you a posting ready for approval.
Extracted fields that nobody has checked against your POs, vendor master, and coding logic are only half the journey. The approved posting in your ERP or accounting system is the goal — everything before that is an intermediate step.
PDF, scan, photo, email body, ZUGFeRD, XRechnung, Peppol: Syntact reads whatever arrives. No per-vendor template training, no layout that breaks the moment a supplier redesigns their invoice — the AI understands the document, not the pixel positions.
Vendor, date, and gross amount are the easy part. Syntact captures the line items too — positions, quantities, prices, discounts, surcharges — so three-way matching and item-level coding actually become possible.
Every invoice is matched against your purchase orders and your vendor master: does the vendor exist, does the IBAN match, does the amount fit the order? Deviations are flagged — before the invoice enters approval, not after payment.
Cost centers, GL accounts, tax codes: Syntact learns your coding rules and proposes the posting the way your accountants would make it — not the way a generic tool guesses it. Every approval sharpens the suggestions.
The AI proposes — people approve. An unusual amount, a missing PO, a possible duplicate: flagged and put in front of your team for a decision, with the original document right next to it. Nothing gets posted behind your back.
Syntact is not another accounting system and not a data silo: SAP, Business Central, BMD, or your DATEV workflow stay in the lead. Syntact delivers the verified, pre-coded invoice — DATEV export included.
Your ERP/accounting stays. Syntact feeds it.
Invoices come from the inbox, verified postings land in your ERP or accounting system — via API or standard interface, with your vendor master as the reference. No system migration, no additional data silo.
We build missing connectors for free — contractually guaranteed. Compatible with anything that has an API or an import format for invoice data.
The Invoice Pilot: your next 100 supplier invoices captured automatically — in 14 days.
A pilot on your real invoice intake, with your coding logic and your team — on terms where doing nothing is the most expensive option.
If your invoice pipeline isn't running in production after 90 days, we keep working for free until it is.
You pay no platform license as long as the pilot isn't in production. The risk sits with us.
Invoice inbox, your coding logic, duplicate check, and the approval workflow — set up for you, not sold to you.
90 days of direct access to the person building your use case — no ticket system, no call center.
If the pilot doesn't go to production, you pay only half the implementation.
Missing an interface to your ERP or accounting system? We build it for free — contractually guaranteed.
The mechanism is already running — at real customers, with real data.
The extraction mechanism behind this runs in production at McSHARK: documents and data from the most diverse sources, read, structured, and harmonized in one semantic data layer — with ROI from the very first use case. Syntact is the AI foundation platform for enterprises: one foundation for every use case, operated in the EU, all the way to on-premises.
- Invoices, POs, and the vendor master in one semantic data layer
- Permissions & audit log at every level
- After invoices: order intake, master data, knowledge assistant — same platform
"With Syntact, we successfully unified all our product, pricing, and logistics data and achieved ROI from the very first use case."
30 minutes. Your invoices. A finished posting proposal.
No slide deck: bring a few real supplier invoices — we'll show you how they become verified, pre-coded postings. On your data, not on our demo dataset.
- Feasibility on your invoice inboxA live demo based on your invoices — formats, edge cases, everything.
- A concrete 90-day pilot planSteps, timeline, and what we need from your IT (very little).
- Pricing in black and whitePlatform, implementation, guarantees — no surprises.
- An engineer, not a salespersonYou talk to the solutions architect who will build your pilot.
- What does invoice processing automation mean?
- Incoming supplier invoices — as PDF, scan, email attachment, or structured e-invoice (ZUGFeRD, XRechnung, Peppol) — are read and structured by AI: header data, line items, tax rates. Each invoice is matched against your vendor master and purchase orders, checked for duplicates, and pre-coded with GL accounts and cost centers. Your team reviews the finished posting proposal and approves — instead of retyping every invoice by hand.
- We already have OCR and a document management system. What's different?
- Classic OCR turns pixels into text — someone still has to interpret, check, and code that text. Syntact goes the whole way: template-free AI extraction including line items, validation against PO and vendor master, duplicate check, and a coding proposal that follows your logic. The output isn't raw text, it's a posting ready for approval. Your DMS can stay as the archive.
- Does it handle ZUGFeRD, XRechnung, Peppol — and the e-invoicing mandates?
- Yes. Structured e-invoice formats are processed directly, and hybrid formats like ZUGFeRD are read from both the XML and the PDF layer. As e-invoicing mandates roll out across Europe, your intake keeps working — one pipeline for the e-invoices from big suppliers and the PDFs and scans from everyone else.
- Our invoices are complex — many line items, discounts, surcharges. Does that work?
- That's exactly the case Syntact is built for. The AI captures the full line-item structure including discounts, surcharges, freight, and deposit positions — not just the totals block. Anything that can't be resolved unambiguously is flagged and put in front of your team with the original document, instead of being guessed.
- What about duplicates and double payments?
- Every incoming invoice is checked against the whole intake and your posted invoices: same vendor, same invoice number, same amount — including the classic case where the reminder copy arrives as a 'new' invoice. Suspected duplicates are flagged before they enter approval, not discovered after the payment run.
- Does the AI post invoices on its own?
- No. Syntact prepares — your team decides. Every invoice lands in a review queue as a posting proposal next to the original document, and nothing reaches your ERP or payment run without approval. You define the workflow: who approves what, at which thresholds, with which escalations.
- How does it work with DATEV and our tax advisor?
- Verified, pre-coded invoices are exported in DATEV format — your tax advisor or accounting team receives clean, structured postings with the document attached, instead of a folder of PDFs. If you post in-house in SAP, Business Central, or BMD, Syntact hands over directly via the interface.
- We don't have time for a project right now.
- The pilot is built to run alongside your day-to-day business: our solutions architect sets up the pipeline, your team provides sample invoices, access to the invoice inbox, and feedback in short sessions. And the best moment is right now — every week you wait is another week of invoices typed in by hand.
- What do I tell management and IT?
- For management: one calculation — invoices per month times minutes per invoice times hourly rate, plus lost discounts and the cost of duplicate payments, against a license from €800 per month that only starts once you're in production. For IT: little effort — an invoice inbox (e.g. a mailbox), an interface or import format for your ERP/accounting, done. Our solutions architect does the setup. And for both, there's the demo on your real invoices.
- What about data protection and GDPR?
- Syntact runs GDPR-compliant in the EU — in your own cloud or on-premises if you prefer. Invoice, vendor, and payment data stay in your systems, and access follows your permission model. We provide the documentation your data protection officer and auditors need.
- What does invoice processing automation cost?
- The platform starts at €800 per month — and the license only starts once you're in production. Setup, the invoice inbox, and the ERP integration are included in the pilot package, and implementation is covered by the 50/50 guarantee. One week of manual AP labor per month costs more than that — before counting a single lost discount.
Not just invoices: orders arrive as PDFs and emails too.
The same platform monitors your order intake and creates verified sales orders in your ERP — for approval, never behind your team's back.
Sales order automationThe next stack of invoices is coming either way. The question is who types it in.
Minutes of review instead of hours of data entry — and no discount expiring unnoticed while an invoice waits for approval.