ZepDesk accounting software
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How a receipt gets into the system without typing.

Upload a photo or PDF, drag it into the window or send it by e-mail to a mailbox you have connected to ZepDesk. For an e-invoice the values come from the XML; for photos and scans ZepDesk recognises date, amount, tax rate, supplier and invoice number and suggests an account. You check instead of typing.

Supplier invoice with automatically extracted fields in ZepDesk

Three ways in, three ways of reading

A receipt arrives as an upload, as a batch of many files or as an attachment from your mailbox. It is read in one of three ways, which you can choose per upload.

E-invoice: ZepDesk reads XRechnung or ZUGFeRD directly from the XML, without guessing, e-invoicing.
ZepDesk recognition: date, amount, tax rate, stated tax, supplier, invoice number and an account, with how certain the suggestion is. Processed by Scaleway SAS in Paris.
Your own model or no recognition: with your stored AI access, or you type it yourself, for example for a self-made receipt.
Learning with your confirmation: if you keep correcting the same field for a supplier, ZepDesk proposes a rule. It only applies once you confirm it.

Order that holds up in an audit

  • 01
    Checksum and log

    Every file is stored with a SHA-256 checksum, and every change to the receipt is recorded in the change log, with the content before and after.

  • 02
    Link to the bank

    If the receipt arrives after the payment, ZepDesk checks at upload whether an open bank line fits it, bank reconciliation.

  • 03
    No receipt twice

    The same e-mail does not create a second receipt, even if it is fetched again, and neither does a double click when uploading.

A posted document in ZepDesk with tax category, account and the linked bank transaction

Questions about document capture

All questions and answers
Do I have to keep paper documents?

As a rule no. After replacement scanning, paper receipts may be destroyed if the digitization follows the GoBD (Germany's principles for proper digital bookkeeping) procedure, the image matches visually and no rule requires the original (GoBD para. 140). ZepDesk logs capture and changes.

Does the software also recognize poor photos?

Contrast and sharpness help. What recognition cannot read reliably stays empty instead of being guessed, and you fill it in.

Can I send documents in by email?

Yes. The administration connects your own mailboxes, such as invoices@ on your domain, to ZepDesk via IMAP. For each mailbox you decide which senders and file types are taken over and whether this happens automatically or at the push of a button.

Receipt in, fields recognized.

Text recognition reads the details from the document and suggests the account assignment. You review instead of type.

Header of a supplier invoice from Muster GmbH to Habermann und Söhne with invoice number M1675, detail from the demo recording
Document from the demo recording
SupplierMuster GmbH
Account, suggested6815 Bürobedarf (office supplies)
Invoice numberM1675

What is not recognised reliably stays empty instead of being guessed.

What ZepDesk does not take on

No receipt without your review. The result of recognition is a proposal; a posting is only created once you accept the receipt.
No mailbox from us. ZepDesk fetches mail from mailboxes you run yourself; it does not issue a receiving address of its own.
No decision about the paper. Whether you may destroy an original after scanning depends on your procedure; ZepDesk only logs capture and changes.

Upload your first document.

Create an account, drag a photo into the window, review the suggestion and accept it.

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