Bulk invoice automation: when 200 arrive at once

At month-end invoices do not arrive one at a time. A client sends a batch of two hundred, and the accountant's calendar closes for a few days. This scenario – bulk invoice processing – is exactly where automation pays off most.

200 invoices is not "one invoice, 200 times"

It is tempting to think the problem is reading speed. Reading an invoice takes seconds. What eats the time is decisions: which project this line belongs to, which VAT code applies, whether the supplier already exists, which cost center it lands in. A hundred invoices means hundreds of such decisions – and each one is repetitive, identical in shape, and expressible as a rule.

Rules are set once, not every month

Before the first large batch we set the rules up with you: the keywords that assign dimensions (project, site, department) automatically; field-extraction rules for the extra information you need; the VAT logic, including mixed and reverse-charge invoices. From then on the same rules apply to every following batch – whether it holds ten invoices or three hundred.

Auto-approval: not every invoice needs a human

Each incoming invoice mailbox can be set to approve invoices automatically, or to route them to a specific reviewer. This is configured per flow, so different clients or departments can run at different strictness: one has everything approved automatically, another sends every invoice to review.

The important part is what decides which invoices need review. Before export, every invoice is checked against your accounting system's own rules: each ERP has its own required fields and formats, and violations are separated into errors and warnings. So what gets flagged is not a vague notion of a "suspicious" invoice – it is precisely the ones your system would reject. The rest stay clean and quietly wait for export.

What the accountant actually does

• •Reviews the batch – looking at prepared records, not typing them
• •Fixes only the flagged invoices that the rules did not cover
• •Marks the batch as ready for the accounting system
• •Exports to Rivile, EuroSkaita, B1 or another system

A batch of two hundred invoices becomes review work instead of data-entry work. Manual entry does not scale: twice the invoices means twice the hours. Rule-based processing does – twice the invoices means the same set of rules.

Does it pay off?

Ezura starts at €0.25 per invoice, so a 200-invoice batch costs about €50 – and higher volumes get a lower per-invoice rate. Compare that with the hours the same batch takes to key in by hand – the calculation usually takes less time than a single invoice.

Where to start

Start with one real batch rather than your whole archive: send it over, we set the rules up together, and you see how many invoices pass through without a single manual touch. Your first invoices can be tried for free.