The State Ministry of Finance of Saxony is responsible within the Saxon state government for budgetary, financial and tax policy, comprises 6,000 budget offices with a volume of €25 billion (2024) and an annual invoice receipt volume in the six-figure range.
This project was realized in cooperation with our partner intecsoft.
Starting point
A flexible, future-proof and integrated cash and accounting system (HKR) for the entire state of Saxony is to be implemented by 2026. The existing, technologically outdated and maintenance-intensive processes will be replaced and operations will be centrally organized in terms of both functionality and technology.
Task
As part of the HKR 2025 project (Integrated Budget, Cash and Accounting 2025) project, the “Electronic Invoice Processing” sub-process was first implemented for digital so-called “XRechnung" invoices and then extended for invoices in paper and PDF format. The goal was to process all incoming invoices completely digitally and without media discontinuity - from the integration of various input channels to the extraction of information and conversion into the XRechnung format through to the export to various target systems.
Solution
NOVO CxP is used as a software solution for paper and PDF invoices, which is connected to the departments' email inboxes and scanning routes as a central platform. NOVO CxP receives the invoice documents (including potential attachments), extracts the required relevant information, compares to bank information with existing databases and adds address information (if available). For export to the target systems, the data is prepared, converted into the digital XRechnung format and the invoice data is transferred to the invoice approval process as a ZIP archive.
Result
With NOVO CxP, all incoming invoices that are not yet in XRechnung format are automatically digitized and processed. Manual effort and throughput times have been significantly reduced and subsequent process steps digitized without media discontinuity. The integration of NOVO CxP has laid the foundation for further automation solutions in specialist processes to efficiently support the digital transformation.
At a glance
Seamless integration of the input channels and required target systems means that all incoming invoices are now processed without media discontinuity.
NOVO CxP documents all processing steps for maximum transparency and traceability.
NOVO CxP is easily scalable, whether there is an increase in the number of invoices or additional processes are to be implemented.
MATTHIAS TRAUTWEIN
Consultant / CPO Pega / Product Manager eERB & HKR Portal
“With NOVO CxP, we have significantly accelerated our invoice processing and also laid the foundation for our digital transformation.”
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