Understand documents. Apply knowledge. Identify required action.
Process orders instead of transferring order data
Your order processing, purchasing and accounting departments receive orders, invoices, order confirmations, delivery notes, proof of delivery and supplementary correspondence every day.
Before your employees can confirm an order, create an order or approve an invoice, they must open documents, identify customer or supplier data, check items, quantities, prices, delivery terms and payment details, and transfer the information to your systems.
Buildsimple takes over these recurring steps. The platform understands your commercial documents, compares their contents with your approved company knowledge and your existing order, inventory and transaction data, and prepares the next logical step.
This enables your employees to identify earlier which transactions are complete, where information is missing or differs, and what should be checked or processed next.
From incoming documents to a processable commercial transaction
YOUR CHALLENGE
Your order and invoice processing begins long before approval
Before your employees can confirm an order or approve an invoice, all relevant information must be complete, correct and assigned to the right customer, supplier or order process.
An order may reach you as an email, PDF, fax or portal export. Invoices arrive as PDFs, XRechnung, ZUGFeRD, XML or via other exchange formats. Delivery notes, order confirmations and follow-up questions often follow separately. Relevant information is found in the message text, in attachments, in your merchandise management and ERP systems, or in your approved pricing, product and process specifications.
Your employees must turn this into not only structured data, but a processable order or invoice process. This work is necessary. However, it ties up precisely the employees you need for customer service, purchasing, planning, invoice verification and resolving exceptions.
YOUR RISK
As your order and invoice volume grows, your manual work should not grow with it.
As the number of your orders, invoices, delivery documents and follow-up questions increases, your employees' workload rises immediately without automation. Order confirmations are delayed, discrepancies are identified later, invoice approvals take longer, and early-payment discount or delivery deadlines come under pressure. This does not merely create more work, but a process that you cannot scale without additional capacity.
BUILDSIMPLE
A process that completes the preliminary work before your employees take action.
An OCR solution can read the text in your documents. A language model can understand, assess and summarize content. A workflow can identify and route business transactions. An agent can use systems and act within your specifications.
This allows you to identify incomplete orders, price or quantity discrepancies and unclear invoices earlier in the process. You can respond faster, shorten processing times and avoid errors before they affect your customers, suppliers or downstream processes.
Your business department determines when Buildsimple suggests an action, when the platform prepares a step for your employees and which clearly defined follow-up actions may be triggered within your approved rules.
Buildsimple connects for you:
incoming orders, invoices, emails and delivery documents
your approved company knowledge, for example product information, price lists, terms and conditions, work instructions and process specifications
your existing customer, supplier, order, inventory, goods receipt and invoice data
your business rules for checks, approvals and escalations
configurable confidence thresholds and targeted checks by your employees
your existing ERP, merchandise management, shop, DMS, workflow and financial systems
logical next steps for your employees and systems
Your future order and invoice processing
Automatically capture and assign orders
Buildsimple identifies your orders across different incoming channels, classifies the documents and extracts information such as customer and order numbers, items, quantities, prices, delivery addresses and requested dates.
The platform consolidates information from emails and attachments into an order process and compares it with your approved product, customer, pricing and order data. Where information is missing, implausible or contradictory, the process is specifically submitted to one of your employees for review.
Process invoices and e-invoices consistently
With Buildsimple, you process PDF invoices, XRechnung, ZUGFeRD files, XML data and other formats in a shared process. The platform identifies the format early, makes structured content usable for your employees, checks mandatory information and prepares reconciliation with accounts payable, purchase order, contract and goods receipt data.
Commercial and product knowledge
Item master data, product ranges, price lists, terms and conditions, packaging units and product information provide the business foundation for your review.
Process knowledge
Work instructions, order and invoice checks, as well as approved approval and escalation rules, show how your process should be handled further.
Transaction and inventory knowledge
Customer and supplier data, sales and purchase orders, goods receipts, inventory information, contracts and previous correspondence provide the necessary context.
Traceable classification
Your employees can see which information has been consolidated and which document locations or approved data an outcome is based on.
Buildsimple therefore does not prepare an independent invoice approval or payment. The platform compiles verifiable information for your employees and transfers approved results to your target systems. Your commercial responsibility and your defined approvals remain in place.
FREQUENTLY ASKED QUESTIONS
How can you identify earlier which documents are missing for an order, delivery or return?
Orders, order confirmations, delivery notes, invoices, complaints and returns arrive through various channels.
We show you how Buildsimple assigns documents to the appropriate process, compares information with order, customer and product data, and makes missing or differing information visible. This enables your employees to prepare the next step in purchasing, merchandise management, customer service or accounting more quickly.
FREQUENTLY ASKED QUESTIONS
FAQ
How do orders, invoices and complaints get into the right process faster?
Order documents, delivery notes, invoices, returns and customer inquiries arrive through various channels and in different formats. Here, we answer questions about how Buildsimple identifies information, assigns it to processes, makes discrepancies visible and prepares handover to merchandise management, customer service and financial systems.
Intelligent document processing, also known as Intelligent Document Processing or IDP, combines document recognition, artificial intelligence, business rules, company knowledge and process automation. This enables you not only to extract orders, invoices and other commercial documents, but also to transfer them into your business processes in a controlled manner.
You can process structured, semi-structured, and unstructured documents. These include orders, invoices, XRechnungen, ZUGFeRD files, order confirmations, delivery notes, proof of delivery, credit notes, return documents, product information, emails, and attachments.
Buildsimple identifies incoming orders, extracts relevant order data, and matches it against your approved customer, product, pricing, and order information. Missing or conflicting details are specifically submitted for review. Approved results can be transferred to your ERP, inventory management, or order management systems.
Buildsimple identifies different invoice formats early on, processes structured data from XRechnung, ZUGFeRD, and XML, and also incorporates PDF invoices into the same process. The platform can check mandatory information, interpret payment terms, assign creditors, and match data against orders, contracts, or goods receipts.
No. Since January 1, 2025, an invoice is considered an e-invoice only if it is issued, transmitted, and received in a structured electronic format and enables electronic processing. A simple PDF file is considered another type of invoice.
Domestic companies must have been able to receive e-invoices since January 1, 2025. Transitional provisions apply to issuing them: the general transitional period runs until the end of 2026. For invoice issuers with prior-year revenue of up to EUR 800,000 and for certain EDI procedures, it is extended until the end of 2027. Legal exceptions and the specific business transaction must also be reviewed.
Yes. Your business department can configure document types, relevant information, rules, checks, confidence thresholds, and exception handling in the platform. Your IT department remains involved in integrations and technical governance.
Buildsimple evaluates results using confidence scores and business validation rules. If a result falls below the threshold defined by your business department or the platform detects a discrepancy, the case is specifically submitted to one of your employees for review.
Yes. Depending on technical and business approval, Buildsimple can match document contents against customer and supplier master data, product information, price lists, orders, contracts, goods receipts, and existing transaction data. This enables your employees to identify earlier which details are missing or inconsistent.
Buildsimple is designed for integration into your existing system landscape and can be connected to ERP, inventory management, shop, marketplace, DMS, workflow, archive, and financial systems via secure REST APIs. The specific integration depends on your architecture and the required handover points.
No. You can add further document types and processes on the same platform and within your existing pipelines. The effort depends on document variance, business rules, and the desired level of automation.