SAP B1 blog

The pressure is growing: the obligation to e-bill from 2025

With the introduction of the legal obligation to accept and process e-invoices in Germany, companies are having to rethink their existing processes. This change is forcing companies to look at new technologies in order to comply with the legal requirements. This is where MariProject's inbox book comes in. It enables the processing of e-invoices in the format XInvoice or ZUGFeRD already ? efficiently and automatically.

What can the digital inbox book do?

The inbox automatically recognises e-invoices, indexes them and forwards them for further processing. In conjunction with a document management system (DMS) such as ELO, CKS.DMS or SharePoint, these invoices can also be archived in a legally compliant manner. This is relevant as archiving documents is a complex, time-consuming challenge for many companies.

What makes the digital inbox special is its ability to automate processes. Companies can store workflows in the inbox that start automatically as soon as a document is uploaded to the system.

A practical example: e-bill in action

How exactly does this work in practice? Imagine a supplier sends an invoice to a specific e-mail address, for example to rechnungen@firmax.com. The MariProject service automatically retrieves this document from the inbox and moves it to the appropriate folder, similar to drag-and-drop. If it is a PDF document, it is analysed using an OCR recognition tool such as AURE AI Document Intelligence, indexed and given an inbox stamp.

If the system recognises an e-invoice, the software automatically forwards it for approval. The employee responsible can now see all the relevant information and keywords and approve the invoice at the click of a mouse.

Advantages of automation for accounting

As soon as the invoice has been approved, the system forwards it to the accounting department for processing. Many of the fields recognised during keywording, such as order numbers or amounts, are automatically linked by the application to the corresponding order in SAP Business One. This means that the accounting department does not have to type in any data manually, but simply checks whether the invoice matches the order and the automation has worked correctly. This saves time and minimises the error rate during data entry.

Seamless integration with MariProject

MariProject is fully integrated into SAP Business One, which enables the seamless exchange of information between different departments and processes. This integration reduces media disruptions and ensures that all relevant data is immediately available.

In addition, the functionality of the inbox book is also available via the web so that it can be accessed flexibly and from any location - a clear advantage in times of working from home and distributed teams.

Time saving and legally compliant archiving

Thanks to its intelligent, automated processing, the digital inbox not only saves a considerable amount of time, but also ensures that all invoices are archived in a legally compliant manner. This is a decisive factor for companies that comply with legal regulations such as the GoBD (principles for the proper keeping and storage of books).

More efficiency through digitalisation

The introduction of the obligation to process e-invoices is a challenge for many companies, but it can also be used as an opportunity to optimise business processes. With MariProject's digital inbox for SAP Business One, invoices can be processed efficiently, automatically and legally compliant. The combination of OCR technology, automated workflows and seamless integration into MariProject offers medium-sized companies a future-proof solution.