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Photograph your documents; the software reads the rest.

Receipt, supplier invoice, or fuel slip: upload a photo, and text recognition reads out the amount, date, tax rate, and supplier and suggests the right account. You confirm or correct.

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Supplier invoice with automatically extracted fields in ZepDesk

From photo to posting in three steps

The document reaches the system by upload, email inbox, or drag-and-drop. Recognition runs immediately, and the suggestions sit next to the image so you can see both at once.

Text recognition for the amount, date, tax rate, supplier, and invoice number.

Account assignment suggestion based on earlier entries from the same supplier.

Duplicate check prevents documents from being captured twice.

Order that holds up in an audit

Audit-proof storage

Every document is stored immutably; changes go through reversal entries. A hash chain makes tampering detectable.

Link to the bank

Documents are linked to the matching bank transaction; open matches stay visible instead of disappearing.

Ten-year retention

Tax-relevant records are retained under § 147 AO, even after cancellation.

Text recognition of a document with detected fields

Questions about document capture

Do I have to keep paper documents?

As a rule no, provided the digitization follows the GoBD (Germany's principles for proper digital bookkeeping) procedure and the image matches visually. ZepDesk logs capture and changes; you make the retention decision with your tax advisor.

Does the software also recognize poor photos?

Contrast and sharpness help, but a receipt photographed at an angle works too. Fields that are not recognized stay empty and are flagged rather than guessed.

Can I send documents in by email?

Yes. Each company gets a mailbox to which suppliers or you yourself can send documents. The attachments land directly in the inbox.

Photo in, fields recognized.

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

DOCUMENT PHOTO · FUEL RECEIPT

Amount 87,40 €

Date 12.03.2026

Tax rate 19 %

Supplier Shell Station Lübeck

AMOUNT

87,40 €

DATE

12.03.2026

VAT

19 %

CREDITOR

Shell Station Lübeck

Fields that are not recognized stay empty and are flagged rather than guessed.

Upload your first document.

Create an account, drag in a photo, review the suggestion. Document capture needs nothing more.

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