Invoice data entry software
Invoice data entry is the work nobody notices until it is done. At month end hundreds of documents pile up, each with its own lines, VAT rates and cost object, and that is exactly when there is least time. Ezura does that work for you: the invoice arrives by email and comes back already entered, leaving the accountant to review and approve.
1/7 · ReceivedThe supplier emails the invoice to your Ezura inbox. You can also upload it or snap it with the mobile app.
- Invoices arrive by email — nothing to upload or scan
- Every line is read, not just the total
- VAT codes and dimensions assigned automatically
- Company details verified against the business register
- Export to Rivile, EuroSkaita, Debetas, Centas, Pragma, Finvalda, Agnum, B1, Odoo, Monet and Navision
- You pay per processed invoice, with no setup fee
How this differs from entering invoices by hand
Manual entry takes ten to thirty minutes per invoice, and the error rate climbs the closer month end gets. Software has no such dependency: a hundred invoices on the last day are processed the same way as five on the first.
More important than speed is what remains afterwards. Every invoice carries its own history — who changed what, and when — so six months later nobody's memory is required to explain why a record looks the way it does.
Invoices that don't arrive as a PDF attachment
Not every supplier attaches the invoice to the email. Some send a “view your invoice” link, some a spreadsheet, some a PDF that already carries machine-readable invoice data. Done by hand, these are exactly the invoices that go missing: the email looks empty, so it stays unopened until month end.
- A link instead of an attachment — links from known invoice portals are opened and the invoice is fetched automatically. If a link cannot be opened, that is recorded rather than skipped silently.
- An invoice sent as an Excel or other spreadsheet — if it is the only document in the email, it is processed as the invoice. If a PDF comes with it, the spreadsheet is treated as a supporting file, such as an estimate, and does not create a duplicate.
- A PDF with embedded e-invoice data — software such as Odoo already produces these. The data is then taken over exactly, with no recognition step. If it disagrees with what is printed, the printed document wins and the accountant is shown the difference.
What gets read off the invoice
Not just the amount. Everything you would otherwise re-type:
- the supplier, with company and VAT registration numbers
- invoice number, date and payment due date
- every line with quantity, unit price and net amount
- the VAT rate per line — including mixed and reverse-charge invoices
- the site, project or department, where it can be determined
- a licence plate, contract number or any other field you need
The totals that have to agree
Before export the software checks that the lines add up to the invoice header and that VAT is arithmetically sound. If something does not reconcile, the invoice is flagged and waits for a person — it does not travel into the accounts quietly carrying an error. That matters more than it sounds: mis-entered VAT is noticed not when it happens, but when it has to be declared.
Who approves an invoice before the accountant sees it
In many companies an invoice needs a manager's or project lead's sign-off first, and that is the step that takes longest: the accountant sends reminders, waits for email replies, and later nobody is sure who approved what. Ezura can put that step in front of the accounts. Who approves what is agreed with you when you start, based on how approval works in your company today.
- incoming invoices go to the responsible person first, and the accountant's list can hold them back until they are approved
- invoices submitted by employees are approved by their own manager, and each approver sees only the invoices meant for them
- large amounts or specific suppliers can require two different people to sign, one of them from management
- approval works on the phone too, and every decision stays in the invoice's history with a date and a name
How invoices reach your accounting system
An approved invoice goes into your accounting system — for some that is a file prepared for import, for others a direct sync. Codes and classifiers are agreed once during onboarding, so there is nothing to configure per invoice afterwards.
Who this is for
Accounting firms handling documents for several clients, where every document saved is margin. And companies where invoices are entered by an accountant who has plenty to do already — especially when documents arrive from many people by many routes.
If you also issue invoices rather than only receive them, that side is covered separately.
What you need to prepare
Almost nothing. A mailbox that invoices arrive at, and one conversation to align the codes in your accounting system. We run a few of your real invoices through and show you the result on your own documents before you commit.
Frequently asked questions
- What does invoice data entry software cost?
- From €0.10 per processed invoice; the standard rate is €0.25 and drops with volume. There is no setup fee, no monthly minimum and no long-term contract.
- Does it work with my accounting system?
- Rivile, EuroSkaita, Debetas, Centas, Pragma, Finvalda, Agnum, B1, Odoo, Monet and Navision are supported. If yours is not on the list, get in touch — an export can often be prepared.
- Does it handle multi-line invoices?
- Yes. Every line is read separately with its own quantity, price and VAT rate — including invoices that mix several rates in one document.
- What happens if something is read wrong?
- An invoice never reaches the accounts without a person approving it. Uncertain cases are flagged, and every correction stays in the invoice's history.
- What if a supplier sends a link instead of a PDF?
- Forward the email to the same invoice address. Links from known invoice portals are opened automatically; if one cannot be opened, that is recorded, so the invoice does not disappear silently.
- Can a manager approve invoices before the accountant?
- Yes. The invoice goes to the responsible person first, large amounts can require two signatures, and the accountant's list can hold invoices back until they are approved. Approval also works on the phone.
- Can I try it before buying?
- Yes. You can run your own real invoices through and see both the extraction quality and the export into your accounts before committing.
Other Ezura products
Invoice approval
An invoice is approved by the person responsible for the cost before it reaches the books. A second signature above a limit, and a record of who and when.
Virtual accountant
Incoming invoices enter themselves: read from email, VAT and dimensions assigned, exported to your accounting system.
Vehicle trip logs
The trip log fills itself from fuel invoices: fills, balance and norm are already there, the driver adds route and kilometres.
Business trips
From request to expense report: the order is generated, receipts are scanned on a phone, the report is a PDF with every receipt.
Invoicing
Automatic numbering, an instant PDF, overdue tracking and export — in the same system as your incoming invoices.
HR
Employee records, leave requests approved along the reporting line, an absence calendar and payroll calculation in one place.
Document management
Personnel documents from templates with a signing chain, invoices with their companion documents and approval, deal files — each with a record of who and when.
Freight forwarding
An inquiry email becomes an order, the carrier's invoice and CMR find their order, and a check shows what does not match.
CRM and sales pipeline
A deal board with your own stages, weighted value and change history, plus budget, contacts and tasks — on the same company list your invoices use.
Public tender radar
Public tender notices from Lithuania, its neighbours, the EU and Ukraine — filtered by your CPV codes and keywords, each with the reason it matched.
Related
Want to see this against last month's invoices?