# Automate incoming invoices. Every invoice named, in the right folder.

Source: https://vetosec.at/en/solutions/rechnungseingang-automatisieren/

Invoices arrive by email, from supplier portals and on paper, and someone collects them by hand. We automate collecting, reading, naming and filing. Your team only checks the exceptions.

- **Mailbox** and portals
- **Extraction** supplier, amount, date
- **Human** checks exceptions

## What changes for you

- **Nothing stays in the inbox**: Attachments from every invoice mailbox are collected continuously, including portals that send no email.
- **Meaningful file names**: Each invoice is named by date, supplier and amount and sits in the right folder. Searching takes seconds.
- **Ready for accounting**: Handover to accounting or your tax advisor in the format they need. Interfaces to BMD or your ERP are checked case by case.
- **A person checks unclear receipts**: Unclear receipts, duplicates or unusual amounts are flagged and wait for approval.

## What runs behind it

- **Runs on your side**: The workflow runs in your infrastructure or a data centre in the EU. No receipts at third-party cloud services.
- [**Filing into the file cloud**](https://vetosec.at/en/solutions/managed-nextcloud/): Invoices land directly in the right folder of your Nextcloud or file server.
- **Rules first, AI where needed**: Known formats are read by fixed rules. Only unknown receipts go to a language model.
- **Logged**: Every step is traceable: when which receipt came from where and where it went.

[How we build in general](https://vetosec.at/en/how-we-build/)

## Service or project

**We run it for you, or your team takes over.**

As a project with fixed scope and a fixed quote. If you want, we run the workflow afterwards and adapt it when things change.

## For IT leads

Technical details: Mailbox · rules · language model · Nextcloud

- **Intake**: Mailboxes and supplier portals are collected automatically.
- **Extraction**: Fixed rules for known formats, a language model only for unknown receipts.
- **AI processing**: EU provider with no training on your data, or local.
- **Approval**: A person confirms uncertain fields.
- **Storage**: Nextcloud, file server or accounting via existing interfaces.
- **Audit**: Every step with time, source and destination.

## Frequently asked questions

### Do we need new software for this?

No. The workflow connects the systems you already have: mailboxes, portals, storage and accounting.

### What happens with a misread invoice?

If recognition is uncertain, the receipt goes to a person for approval. Nothing is booked without review.

### What does it cost?

After a talk about your invoice channels you get a fixed-scope quote.

### Who do you offer this to?

For regulated companies, professions bound by confidentiality and anyone processing sensitive data, and for companies of about 30+ staff with critical systems.

## Related

- [Automated workflows](https://vetosec.at/en/services/automation/): automation with permissions
- [Solutions](https://vetosec.at/en/solutions/): Nextcloud, SSO, backup, clusters
- [Managed services](https://vetosec.at/en/services/managed-services/): fixed price per service

## Automated invoice processing for SMEs in Austria

vetosec automates invoice intake for businesses in Austria, run privately in your own infrastructure.

Updated: October 19, 2026

Provider: vetosec, Dipl.-Ing. Samuel Ziegler, BSc, Berndorf, Lower Austria, Austria. Contact: https://vetosec.at/en/contact/