Invoice inbox

The invoice inbox accepts incoming supplier invoices as PDF, automatically extracts the key fields, matches them against the right contract and lets you book them as actual costs with one click.

Uploading an invoice

Under Invoices you upload a PDF file (max. 15 MB). Contrixt stores the original encrypted and, provided the file has a text layer, automatically reads:

• Invoice amount (net and gross) and the VAT rate
• Invoice number and invoice date
• Supplier

Scanned documents

Only PDFs with a text layer are read automatically. Pure image scans without a text layer yield no extraction — in that case please enter amount, number, date and supplier manually in the correction form.

E-invoices (ZUGFeRD & XRechnung)

Besides regular PDFs, the upload also accepts XML files (XRechnung) as well as ZUGFeRD/Factur-X PDFs that contain an embedded structured invoice. When Contrixt detects such a structured e-invoice, the amount (net and gross), VAT rate, invoice number, invoice date and supplier are taken exactly from the structured data — not estimated via text recognition. In the invoice list, a badge labeled "E-invoice" marks such documents; the badge's tooltip shows the detected format (CII for ZUGFeRD/Factur-X/XRechnung, or UBL).

Contract matching

If Contrixt finds a matching active contract based on supplier and amount, the invoice takes over that contract's cost center and category and calculates the deviation from the contractually expected amount, in percent. Matched invoices get the status Matched, all others Review and need to be assigned manually.

Notification on deviation

If the invoice amount deviates by 10 % or more from the contract value, Contrixt automatically notifies the administrators — with the contract name and the deviation in percent.

Correction

For every invoice that is not yet booked, a correction form can be expanded: supplier, invoice number, date, net/gross amount as well as contract, cost center and category can all be adjusted. The deviation is recalculated after saving.

Book, dismiss, delete

• Book creates the actual booking with one click in the matching budget cell (cost center × category) of the fiscal year open on the invoice date — the booking then appears under Bookings with source Invoice. Booking is only possible once amount, cost center and category are set.
• Dismiss files an invoice without booking it, e.g. for duplicates or irrelevant documents.
• Delete permanently removes the invoice and the original PDF; an actual booking already created remains unaffected.

Booked invoices are recognizable in the list by the status Booked and link directly to the corresponding booking.