ZELYRA
SOFTWARE / E-INVOICING MANAGEMENT

E‑Invoicing Management
for XRechnung & ZUGFeRD.

Process electronic outgoing and incoming invoices reliably: automated IMAP intake, schema validation, line-item matching, DATEV export, and transparent AI-assisted PDF capture.

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⚡ XRechnung (UBL/CII) 📄 ZUGFeRD 2.x (PDF/A-3) 📥 IMAP Mailbox Intake 📊 DATEV Export ⚖️ Fair, Needs-based Terms
Practical Utility

Structured Invoicing for Modern Accounting

Electronic invoicing is more than simply sending PDF files. Structured electronic formats enable seamless validation, automated mailbox processing, and organized handoffs to accounting and tax software.

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Outgoing Invoices

Generate XRechnung and ZUGFeRD files from source data, run schema checks, and send files reliably without manual XML editing.

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Incoming Invoices

Fetch invoices automatically via IMAP, inspect XML data alongside visual previews, manage approval stages, and match line items.

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Accounting Integration

Prepare verified records for DATEV export and connect external ERP systems through flexible, open interfaces.

Functional Scope

Outgoing and Incoming Workflows in One Solution

A transparent feature matrix tailored to practical corporate accounting requirements without unnecessary complexity.

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Outgoing Invoices

XRechnung & ZUGFeRD Creation
  • Data intake from source systems: Import invoice data from ERP, CRM, databases, or manual entry.
  • Standard-compliant generation: Create XRechnung (UBL/CII) and ZUGFeRD (PDF/A-3 with embedded XML).
  • Pre-dispatch schema validation: Automated checks against official Schematron rules with actionable error feedback.
  • Flexible dispatch routes: Direct email dispatch, download, or transmission to recipient portals via configured endpoints.
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Incoming Invoices

IMAP Intake & Review
  • Automated IMAP mailbox intake: Fetch electronic invoices directly from central accounting email mailboxes.
  • Dual-view inspection: Inspect structured XML data alongside the embedded visual rendering.
  • Workflow status tracking: Track stages from new receipt, verification, internal approval to exported.
  • Line-item matching & pre-account assignment: Assist allocation to orders and cost centers prior to accounting handoff.

⚡ Format Compatibility

Supports XRechnung and ZUGFeRD profiles (Basic, Comfort, Extended). Compatibility depends on profile selection and portal criteria.

📊 DATEV Export

Prepares verified invoice records and linked document images for export to tax advisors or DATEV accounting modules.

🔒 Role-based Access

Configurable access levels for accounting staff, department reviewers, management approvers, and auditors.

🔌 Open Interfaces

REST APIs and webhooks allow smooth connection to existing enterprise systems, ERPs, and document archives.

🤖 Transparency: AI-Assisted PDF Data Capture

For conventional PDF documents without embedded XML structures, the system offers an optional AI-assisted capture module. This feature starts exclusively upon explicit user action (e.g. clicking "Start AI Capture").

During processing, the selected PDF file is transmitted to an AI service to extract header information, invoice numbers, amounts, tax rates, and line items as form suggestions. All extracted values are proposals and must be verified and confirmed by a human reviewer prior to further booking or export.

Lifecycle Workflow

From Receipt to Accounting in 4 Clear Steps

A structured workflow provides full traceability for every invoice passing through your organization.

Step 1

Intake & Parsing

Invoices arrive via IMAP email fetch, manual file upload, or automated ERP transfer.

Step 2

Schema Validation

Syntax and Schematron rules check structure, mandatory fields, tax rates, and totals.

Step 3

Human Review

Accounting staff checks line items, assigns cost centers, and executes approval workflows.

Step 4

DATEV Export

Prepared data and documents are exported for DATEV or downstream accounting software.

⚖️ Legal & Technical Scope Notice

This software is a technical productivity tool for electronic invoice data processing, format conversion, validation, and structured workflow management. It does not replace professional tax, commercial, or legal advice provided by tax advisors, certified accountants, or attorneys.

The system provides technical validation against standard schemas and exports data according to common specifications. The compliance of individual business processes, tax determinations, internal controls, and procedural documentation remains the responsibility of the operating enterprise.

Infrastructure

Workplace & Infrastructure Requirements

Clear separation between client workplace requirements and customizable server infrastructure tailored during consultation.

💻 Workplace Requirements (Client)

  • Modern Web Browser: Chrome, Firefox, Safari, Edge in current versions
  • Internet connection: Stable broadband connection for web interface access
  • No client installation: Runs completely inside the web browser without desktop software
  • Access credentials: Personal user login with role-based authentication

🏢 Server & Integration (Customized)

  • Deployment options: On-premises in enterprise network, private cloud, or managed hosting
  • Mailbox integration: IMAP/SSL connection to dedicated invoice email mailboxes
  • ERP & DB connections: REST APIs, webhooks, or direct database views tailored in consultation
  • Storage & backups: Dimensioned according to invoice volume and retention policies
Commercial Model

Fair Terms Tailored to Your Invoice Volume

We believe in transparent, partnership-oriented cooperation. Software licensing and setup are aligned with your actual invoice volume, user numbers, and desired integration points.

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Target Audience

Medium-sized businesses, accounting departments, and enterprises seeking structured e-invoicing compliance and streamlined workflows.

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Personal Consultation

We evaluate your existing ERP systems, email setup, and accounting handoffs to configure a solution that fits your exact workflow.

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Direct Contact

Direct communication with the developer and technical consultant without bureaucratic call centers or ticket loops.

FAQ

Frequently Asked Questions

Important answers regarding formats, IMAP intake, DATEV export, AI capture, and technical requirements.

Which electronic invoice formats are supported?
The software supports standard German and European formats: XRechnung (both UBL and UN/CEFACT CII syntaxes) and ZUGFeRD (hybrid PDF/A-3 with embedded XML) across common profiles. Actual compatibility depends on the chosen profile, data quality, and specific recipient portal requirements.
How does automated incoming invoice processing via IMAP work?
The system can connect to one or more dedicated email mailboxes via IMAP. Incoming emails are periodically fetched, XML and PDF attachments extracted, verified for integrity, and queued for review.
How does pre-validation work for outgoing invoices?
Prior to dispatch, the integrated validation engine checks generated XML structures against official schemas and Schematron rules. Mandatory field omissions, calculation mismatches, or routing ID errors are presented with actionable correction notes.
What does AI-assisted PDF capture provide and when are files transmitted?
AI-assisted capture is triggered strictly upon explicit user request. The selected PDF file is transmitted to an AI service to extract suggested invoice headers, amounts, tax rates, and line items. All extracted data must be reviewed and approved by a human operator.
How does the DATEV export work and are bookings automatically created?
Reviewed incoming and outgoing invoices can be exported in structured DATEV-compatible formats (including receipt image linking). This prepares data for accounting; an automated, error-free booking without human oversight is not guaranteed.
Does this software replace tax or legal advice?
No. The software is a technical tool for data processing, format conversion, validation, and transmission. It does not replace tax, financial, or legal counsel from certified professionals.
What are the technical requirements for operation and integration?
For end users, a modern web browser, internet connection, and user credentials are fully sufficient. Infrastructure requirements (on-premises or managed cloud), IMAP mailboxes, ERP connectors, and backups are tailored during initial consultation.
How can I obtain pricing and licensing terms?
The software is offered on fair, needs-based commercial terms. Following an initial consultation regarding your invoice volume, required connectors, and deployment model, we provide a customized proposal.
Get in Touch

Request a Non-Binding Consultation

Describe your invoicing workflow, current software environment, and requirements. We will contact you as soon as possible.

Direct Contact

You can also contact me directly via email or telephone to discuss your requirements, technical feasibility, or integration with existing ERP and accounting systems.

Response Time:
We usually respond to inquiries within 24 hours on business days.