Why the digital transformation starts with invoice processing
Invoice processing is often a classic bottleneck in day-to-day business practice. Manual processing, media disruptions, unclear responsibilities or late payments cost time, money and nerves. However, there is great potential for optimisation here, especially in companies with SAP systems.
ZELMION specialises in leveraging precisely this potential – through intelligent automation and smart SAP integration. In this article, we show how companies can efficiently digitalise their invoicing processes, what challenges need to be overcome and what really matters in practice.
The status quo: where things often get stuck today
The initial situation in many companies is similar: incoming invoices arrive by post or email, are opened manually, checked and recorded in the SAP system. They then travel through various departments – often as printouts or PDF attachments. The consequences:
- Long processing times
- Error-prone processes
- High manual effort
- Missed discount deadlines
- Lack of transparency regarding the processing status
According to studies, employees spend up to 30% of their time (State of ePayables Report) on manually checking and recording invoices alone. This is not only inefficient, but also expensive – and simply no longer appropriate in the digital age.
Target image: Digital invoice processing in SAP – automated & transparent
What if invoices were automatically recognised, checked and processed in the SAP system – without any media discontinuity? What if checking and approval processes were digital, traceable at all times and adapted to individual company rules?
This is exactly where ZELMION comes in. As a specialised provider for process optimisation in the SAP environment, ZELMION develops solutions that enable consistent and intelligent invoice processing directly in SAP.
The advantages at a glance:
- Faster throughput times: Automated workflows and digital approvals speed up the entire process.
- Cost efficiency: Less manual work, more time for value-adding activities.
- Secure discount benefits: Invoices are processed on time – without email tracking.
- Legal certainty and compliance: Seamless documentation and compliance with legal requirements.
- Seamless integration: No switching between tools – everything stays in SAP.
Key success factors for implementation
The path to digital invoice processing in SAP is not a sure-fire success. It requires a structured approach, technical expertise and a clear focus on the user. The most important success factors at a glance:
1. Automated document recognition
Modern OCR technologies reliably capture invoice data – regardless of whether it is PDFs, emails or scanned documents. Powerful text recognition software is used, which is directly connected to SAP.
2. Intelligent workflows
Automation goes beyond pure data recognition. Approval processes are customised to internal workflows – including escalation levels, deputy rules and differentiated role assignment.
3. Simple user interface
A solution is only convincing if it is also easy to use. That’s why an intuitive interface is available – directly in the SAP GUI or in the Fiori Launchpad. This ensures high user acceptance and minimises training costs.
4. Interfaces to supplier portals
Invoices are increasingly being sent via digital portals. The solution supports the connection of such platforms – automatically and securely.
5. Audit security and reporting
Complete traceability is guaranteed: Every step – from inspection to approval – is documented. In addition, integrated reporting functions provide transparent insights into key figures such as throughput times and processing volumes.
What companies should do now
Digitalisation is not a project, but a continuous process. Invoice processing is an ideal starting point for this – clearly defined, easily measurable and with a high leverage effect. Companies using SAP should consider the following steps now:
- Carry out an as-is analysis: Where are the weak points in the current invoice process?
- Define goals: Faster processing time, fewer errors, more transparency?
- Seek advice: Develop the right solution with experienced partners such as ZELMION.
- Start pilot phase: Digitalisation does not have to be a ‘big bang’ – initial use cases are often sufficient for validation.
- Prepare for scaling: After a successful launch, the solution should be rolled out quickly across the company.
Conclusion: The path is clear – exploit digitalisation potential now
Invoice processing is no longer a purely accounting task – it is a key process in the digital company. Those who rely on automated and SAP-integrated solutions today not only gain efficiency, but also transparency, control and future-proofing.
With a strong partner like ZELMION, an analogue bottleneck becomes a digital best-practice process – customised, scalable and user-friendly.
