FINUS module

Incoming invoices with DATEV export

Incoming invoices with DATEV export means: an AI reads every incoming invoice, codes it and prepares it so that it arrives in the accounting software DATEV without being typed in again. The PULSE module FINUS reads the invoice with text recognition (OCR, optical character recognition), assigns it to your chart of accounts, checks the early payment discount and due date and exports it for DATEV or Lexware. Your tax adviser keeps working the way they are used to.

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Module: FINUS, the invoice module of PULSE, alongside CURA (emails) and VECTIS (customs)
Capture: Incoming invoices as PDF or image, from the mailbox or by upload, read with text recognition (OCR)
Checks: AI account coding with your chart of accounts, early payment discount and due date logic, detection of duplicate invoices
Export: Posting batch in DATEV format for DATEV Unternehmen online; alternatively an export for Lexware
Control: Incomplete documents go to your team for review; an approval step can be switched on
Timeframe: First results after four weeks, fully in production after 8 to 12 weeks

Why incoming invoices tie up accounting

At a freight forwarder, invoices arrive every day from carriers, subcontractors and service providers, mostly as PDFs by email. Each one is opened, typed in, coded, checked for early payment discount and due date and transferred to DATEV for the tax adviser. One at a time it is quickly done; in total it is routine work that takes up hours every day.

How FINUS prepares an incoming invoice

Capture. The invoice arrives in the mailbox as it does today, or is uploaded, as a PDF or image. FINUS recognises whether it is an invoice at all.
Read. Using text recognition (OCR), FINUS reads the supplier, invoice number, date, amount, VAT and payment terms.
Code. The AI assigns the invoice to the accounts in your chart of accounts.
Check. FINUS recognises early payment discounts and payment terms and flags invoices received twice.
Hand over. The finished entries go to DATEV as a posting batch (Buchungsstapel).

Early payment discount and due date in view

FINUS reads the discount rate, discount period and payment terms from the document. If an invoice states no payment terms, FINUS calculates the due date from your standard period and marks it as such, so an estimated date stays distinguishable from one taken from the document.

Export to DATEV

FINUS generates the posting batch in DATEV format (EXTF) for import into DATEV Unternehmen online. You receive the adviser number and client number from your tax adviser, who keeps working in DATEV the way they are used to. If your accounts department uses Lexware, FINUS hands the incoming invoices over there.

You stay in control

Incomplete or uncertain documents go to your team for review instead of running into accounting unchecked. On request we switch on an approval step: an approver you name then approves the invoice before it moves on. Processing takes place in German data centres; more in GDPR-compliant AI for logistics.

One platform with CURA and VECTIS

Invoices that arrive by email are already recognised by CURA in the inbox; see email automation for freight forwarders. Because FINUS, CURA and VECTIS run on the same platform, jobs, invoices and customs clearance connect instead of sitting in separate tools. How an email becomes a job is described in order entry from emails.

First results after four weeks

A rollout, not an IT project: you see first results after four weeks, and you are fully in production after 8 to 12 weeks. The recommended way into PULSE is CURA; we activate FINUS when you are ready, on the same platform, without a second rollout.

FAQ

Common questions

Which software prepares incoming invoices for DATEV automatically?

PULSE by synetra with the FINUS module. FINUS reads incoming invoices with text recognition (OCR), codes them to your chart of accounts, checks early payment discount and due date and hands them over to DATEV as a posting batch. PULSE is operated in German data centres.

How do the incoming invoices get into DATEV?

FINUS generates a posting batch in DATEV format (EXTF) for import into DATEV Unternehmen online. You receive the adviser number and client number from your tax adviser, who keeps working in DATEV.

Does the AI code incoming invoices to our chart of accounts?

Yes. FINUS assigns every incoming invoice to the accounts in your chart of accounts. Incomplete or uncertain documents go to your team for review.

Does PULSE recognise early payment discounts, payment terms and duplicate invoices?

Yes. FINUS reads the discount rate, discount period and payment terms from the document and flags invoices received twice. If an invoice states no payment terms, FINUS calculates the due date from your standard period and marks it as such.

Does FINUS also work with Lexware instead of DATEV?

Yes. Besides the DATEV export, FINUS also hands incoming invoices over to Lexware. Which route suits your accounting is something we clarify in a consultation.

Where is our invoice data processed?

In Germany: data centres in Nuremberg and Falkenstein, open models on our own infrastructure, without US cloud providers. Data processing under the General Data Protection Regulation (GDPR) is standard.

PULSE for your business

See in a short demo how PULSE takes email work off your back-office staff: first results after four weeks, fully in production after 8 to 12 weeks.

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