# Candis: Digital invoice management

> Candis is an AI-supported accounts payable software that automatically captures, extracts, and manages invoices through approval workflows, with GoBD certification and e-invoice support.

Source: https://www.candis.io/en

## AI-supported accounts payable

- Developed in Germany
- GoBD-certified
- For E-Invoices

With Candis, you can automatically capture, extract, review, and pre-account invoices, and reliably manage them through complex approval workflows. This reduces manual rework and keeps you in full control of your accounts payable.

### Candis on one glance

Konstanze Famira, Head of Sales at Candis, shows you how intuitive our software is—from order to posting.

Candis Intro

### An AI that understands what you're doing

The Candis AI automatically checks your invoices for compliance with Section 14 of the German VAT Act (UStG) and routes them to the appropriate approval workflow. Here's what else it can do.

Candis AI

### E-Invoices as the Standard

Receive, validate, and export XRechnung and ZUGFeRD e-invoices — without any manual intermediate steps.

E-Invoices

Seamlessly integrated with: DATEV · SAP Business One · Microsoft Business Central · Sage 100 + many more.

## More than 10,000 companies already rely on Candis

Since 2015

## From purchase to archive – with Candis

All features on one glance

Instead of five tools for five processes, Candis gives you a single software solution that does it all.

### Purchase Requests

Capture, review, and automatically approve planned expenses, with complete documentation.

### Candis corporate credit cards

Capture card transactions in real time, with receipt matching, card limits, and cashback.

### Contract management

Store contracts centrally, keep an eye on deadlines, and receive automatic reminders before a cancellation period expires.

### Expense reimbursement

Expense reimbursement and invoice management in the same tool. Simply submit, review, approve, and reimburse.

### Travel expenses

Submit travel expenses via the app and automatically calculate meal allowances and travel costs.

### Document management

Store, link, and find audit-relevant documents in a GoBD-compliant way using full-text search.

### Invoice management

Digital invoice processing in one workflow.

- Invoice receipt in a central inbox
- Invoice approvals based on clear rules
- Invoice export to the appropriate system
- Audit-proof invoice archive

## Does Candis fit with your requirements?

Candis in Comparison

Many tools solve isolated problems. Here’s what a complete solution for pre-accounting workflows needs to cover.

| Criterion | Candis | Market |
| --- | --- | --- |
| Feature Scope | Purchase approvals, invoice management, archiving, expenses, travel expenses, contract management, and corporate credit cards – all in one tool. | Separate tools for purchase approvals, invoice approvals, travel expenses, DMS, and corporate credit cards. |
| Licensing Model | Unlimited users and legal entities included – no additional cost. | Per-user pricing – scales linearly with team size. |
| DATEV Integration | Direct integration with DATEV Kanzlei-Rechnungswesen, including provisions and master data synchronization. | Often limited to exports without a direct integration; no automated accruals or master data synchronization. |
| ERP Integration | Native integrations with SAP Business One, Microsoft Business Central, and Sage 100 – including goods invoices, 3-way matching, and an open API. | Typically limited to service invoices – no direct integration and no 3-way matching. |

| Criterion | Candis | Market |
| --- | --- | --- |
| E-Invoices | Receipt, processing, and validation of XRechnung and ZUGFeRD invoices. | ZUGFeRD is usually supported, XRechnung often as well, but validation is rarely included. |
| GoBD Certification | Certified according to GoBD requirements, independently audited and verified. | GoBD compliance is typically self-declared, without independent certification. |
| Audit Trail | Every action is logged automatically – complete, immutable, and accessible at any time. | Audit trails are often incomplete – requiring manual documentation. |
| Data Hosting | All data is stored on GDPR-compliant servers located in Germany. | Server infrastructure is often located outside the EU; GDPR compliance is not always guaranteed. |

| Criterion | Candis | Market |
| --- | --- | --- |
| Formal Invoice Checks | Every invoice is automatically checked for compliance with § 14 UStG. | Every invoice is reviewed manually by the accounting team. |
| Automated Invoice Validation | Automatic checking for duplicates and discrepancies in master data and payment details, including IBAN risk assessment by cross-referencing with an external risk database. | Duplicates and discrepancies in master data and payment details are checked manually; potential IBAN risks often go unrecognised. |
| Invoice Capture + Pre-Accounting | Candis AI captures invoice data, suggests pre-accounting entries and approvers, and becomes more accurate with every booking – unlike OCR, which does not learn and relies solely on rule-based suggestions. | Manual data entry or rule-based OCR – without a learning effect and without suggestions for pre-accounting or approvals. |
| Automatic Approval | Candis automatically approves recurring invoices provided that the specified conditions and amount limits are met. Exceptions are retained for review, and automatic approvals are documented. | Even though the process remains unchanged, each invoice is checked individually once again and approved manually. |

## Candis integrates seamlessly with your systems

Candis integrations

## In 3 steps to an operational system

### Initial consultation

We clarify your most important questions and your individual requirements.

### Product demo

We’ll show you Candis based on your setup. That way, you’ll see right away what you get.

### Implementation

We set up Candis with you so you are ready to get started after 90 minutes.

Here’s what to expect

A modern invoice management software should be easy to understand and quick to set up. With Candis, you do not need an IT department to get started.

Rightmart

Philipp Hammerich

Managing Director

"For me, Candis stands for a high level of automation! Their claim is clear: There is always room for improvement. Twice as fast as before, we already are!"

Numeras GmbH

Petra Adler

Head of Finance

"Within 10 days of software implementation, the process is running almost smoothly without much training. The time savings are enormous."

Die Wegmeister GmbH

Andrea Witke

Head of Financial Accounting

"An intuitive interface even for non-finance employees was important to us, that it looked tidy and that it displayed everything important in great detail. Candis delivers this in ONE system - great!"

## FAQs about Candis

### We have been working with our tax advisor via DATEV for years. Will anything change about that?

No. Candis is listed on the DATEV Marketplace and supports the Accounting Data Service and the Invoice Data Service. Your tax advisor continues to work in DATEV. Candis transfers the prepared data so that the existing process remains unchanged.

### We use SAP. Does Candis still work?

Yes. Candis has a direct interface to SAP Business One and Microsoft Business Central, including goods invoices and three-way matching. For systems without a standard interface, the Candis interface is available.

### Our accountant is retiring in two years. How much onboarding time will her successor need?

Candis documents every step in the process: which accounts were suggested, who approved, and which rules are stored. This knowledge remains in the system, regardless of who operates it. New team members get up to speed based on the actual workflows, not verbal handovers.

### Since 2025, we are required to receive e-invoices. Are we on the safe side with Candis?

Yes. Candis receives, validates and processes XRechnung and ZUGFeRD, including the legally required XML archiving as the leading dataset. The obligation to receive e-invoices has applied since 1 January 2025 for all domestic B2B transactions.

### Are our data secure with Candis, including with regard to the GDPR?

All data is stored on servers in Germany, with no transfer to third countries. Candis enters into a data processing agreement and meets the requirements of the GDPR. A complete list of sub-processors is available on request.

### We have fewer than 200 invoices per month. Is Candis still worth it for us?

That depends less on volume than on how many processes are currently running in parallel. If invoices, credit cards, expenses, contracts, and travel expenses are managed in different tools or spreadsheets, the effort arises regardless of invoice volume. In the initial call, we clarify together whether the switch pays off for your setup in concrete terms.

### Who is liable if the AI posts an invoice to the wrong account?

Candis AI makes suggestions, it does not post entries on its own. Every account assignment is reviewed and approved by your team before it is transferred to the accounting system. Responsibility stays where it belongs: with the people who know the process.

### What happens if an approving person is on vacation?

Candis has a deputy rule with an out-of-office note. Approvals are automatically forwarded to the assigned deputy, with no manual intervention and no delays in the process.